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HomeMy WebLinkAboutC- 6 Purchase of Digital Copy Machine for City Library - k .010) .AZUSA CONSENT CALENDAR TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: ALBERT TOVAR, LIBRARY DIRECTOR VIA: RICK COLE, CITY MANAGER DATE: MAY 23, 2003 SUBJECT: PURCHASE OF DIGITAL COPY MACHINE FOR THE CITY LIBRARY RECOMMENDATION It is recommended that City Council approve the following action: Approve the purchase of one new Lanier 2138 CMF digital color copier/printer/scan system for a total not to exceed $15,084. This includes sales tax at $1,134.29 and up to $200 for delivery charges. It is further recommended that the City Council approve an alternative purchasing procedure in accordance with Azusa Municipal Code, Section 2-523, by piggybacking on a bid process that has already been followed by another city agency (City of Whittier). BACKGROUND Recently, the City of Whittier undertook a purchasing process for the purchase of a digital copier/printer/scanner. The City of Azusa would like to piggyback on that process in order to streamline the acquisition of a new copier for the Library. Under these conditions, the item being purchased must be for the identical product and there must be agreement from the vendor and the city agency to allow the requesting agency or city to piggyback on a sales contract. In this case, Lanier Worldwide, Inc. has agreed to extend the same price given to the City of Whittier. The City of Whittier has also agreed to give permission to the City of Azusa to piggyback nn their sales contract. This satisfies our purchasing procedures. age2,/J‘ 0A3 Company Manufacturer Model Total Cost for one Unit Lanier Worldwide Lanier 2138CMF $ 13,749.00 $ 1,134.29 Sales Tax $ 200.00 Delivery TOTAL: $ 15,084.29 The Azusa City Library currently uses an outdated Sharp SF-8300 copy machine using old technology and was given to the library in 1999 in accordance with a contract for a coin-operated copier for public use. This contract, through QUI (Quality Copying, Inc.) was not renewed and expired in December 2002. This copier has a non- operational feeder tray, as parts are no longer available. Library staff reports that down time occurrences on this machine happen almost weekly. This new high-speed copier/printer will keep up with the constant demand for document duplication by the Library Department for the printing of flyers to announce programs, advertise library services, and for operational day-to-day uses. The new copier/printer/scanner will overall increase productivity and reduce printing costs by minimizing the need to outsource for printing. Additionally, this new copier will allow staff to scan documents to their own workstation, or to any other workstation they desire, or to scan to any e-mail address they desire. The beauty of this is that they can perform all of these functions from their own desktop. The existing copy machine has the same power requirements as the new one: 120V, 12A, and 60Hz. The Library Department will work with IT Services to determine networking solutions. FISCAL IMPACT The new copier will purchased using existing unallocated Public Library Fund (PLF) fund balance in FY 2002/2003. The balance in this fund as of March 31, 2003 is $511,417.