Report to Mayor and City Council
Tuesday, March 02, 2021
Consent
SUBJECT:
Title
CONSIDER AWARD OF CONTRACTS TO ADVANCED IMAGING STRATEGIES INC. FOR LEASE OF MULTIFUNCTIONAL PRINTERS (COPY, SCAN, PRINT, FAX) AND PROVISION OF MAINTENANCE/SUPPORT SERVICES (CITY COUNTY)
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I. SUMMARY
By issuance of a Request for Proposals (RFP), the City is seeking new multi-functional printers (MFPs) to replace the City's current Xerox fleet that are at the end of their 5-year lease. Advanced Imaging Strategies Inc. (AIS) submitted a proposal in response to the RFP and received the highest rating by the City's evaluation panel to provide the new MFPs and related maintenance and support services. This will require the City to enter into a lease agreement for the equipment and a separate contract for services. Staff anticipates that the new MFPs will be available for use by no later than April 2021.
II. RECOMMENDATION
Recommendation
TAKE the following action(s):
1. APPROVE the lease agreement with Advanced Imaging Strategies, Inc. for a total not to exceed contract sum of $305,646.70 for the 5-year term.
2. AUTHORIZE the Mayor to execute the lease agreement with Advanced Imaging Strategies, Inc. following approval as to form by the City Attorney.
3. APPROVE the Agreement for Contract Services with Advanced Imaging Strategies, Inc. for a total not to exceed contract sum of $284,574.60 for the 5-year term.
4. AUTHORIZE the Mayor to execute the Agreement for Contract Services with Advanced Imaging Strategies, Inc. following approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE another action deemed appropriate by the City Council.
IV. BACKGROUND
Multifunctional Printers (MFP) have been used at the City for more than 20 years and are used to provide workgroups with the ability to print, scan, fax, and copy on centralized shared machines (rather than buying printers for each person). The existing 28 MFPs at the City have been prov...
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