HomeMy WebLinkAboutC- 6 Staff Report Purchase of Digital Copy Machine LibraryCONSENT 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 on their sales contract. This satisfies our purchasing procedures. SEE
ATTACHMENTS #1, #2, and #3.
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The Azusa City Library currently uses an outdated Sharp SF-8300 copy machine using old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. SEE
ATTACHMENT #4.
ATTACHMENT #1
CITATION FROM MUNICIPAL CODE RE: BIDDING PROCEDURES
City of Azusa Municipal Code, Section 2-523 (e) states the following:
Sec. 2-523 Using alternative purchasing procedures for purchases not involving public
projects.
(e) Competitive bidding already completed: When the authorized contracting party
determines that a competitive bid procedure has been conducted by another public
agency (e.g. through CMAS or GAS) and the price to the city is equal to or better than
the price to that public agency.
Source: City of Azusa Municipal Code, page CD2:51, Supp. No. 12