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File #: RS-21-128    Version: 1 Name: Copier Lease Service
Type: Resolution Status: Passed
File created: 9/10/2021 In control: City Council
On agenda: 10/19/2021 Final action: 10/19/2021
Title: Consider a memorandum/resolution awarding Request for Proposal 21-04 for copier lease services to Kirbo’s for a 60-month term in the amount of $405,896.
Sponsors: Finance Department, Information Technology Department
Attachments: 1. Staff Report, 2. Evaluation Matrix, 3. Agreement, 4. Certificate of Interested Parties, 5. Presentation
Title

Consider a memorandum/resolution awarding Request for Proposal 21-04 for copier lease services to Kirbo’s for a 60-month term in the amount of $405,896.

Summary

DATE: October 5, 2021

TO: Kent Cagle, City Manager

FROM: Jonathan Locke, Executive Director of Finance

SUBJECT: Copier Lease Services

BACKGROUND AND FINDINGS:

There are currently 55 copiers used Citywide. The City's process for copier leases has been to obtain quotes whenever an individual copier lease ended. This process has led to the City maintaining 55 copiers on individual leases across five different vendors. Information Technology and Finance have been working together on an approach to move all copiers under a master lease agreement with one vendor. Moving all copiers under a master lease will streamline accounting and billing processes, provide standardization for copier set up and repair, and reduce copier costs.

A request for proposal (RFP) was issued seeking proposals for a 60-month lease, including copier supplies and maintenance services. The vendor's proposal was to provide an approach on moving the City's copiers under a master lease. The City's current copier lease agreements expire at different times over the next five years. The vendor's proposals needed to demonstrate their recommended approach to transitioning the copier leases under one agreement over the next five years.

On May 4, 2021, six proposals were received. The table below shows the total combined cost over the next five years per vendor.



The proposals were evaluated based on the criteria stated in the RFP, which were experience & qualifications, references, approach to master lease, and cost of services. All but two of the responses provided a coterminous plan which will allow for all new copier leases added to the master lease to have the same end date regardless of when the lease is initiated. Cannon Solutions America offered a buy-out plan which proposed lower lease rates; however, the vendor cha...

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