The Facilities Management Division of the Environmental & Neighborhood Services Department is responsible for managing the lease of copy machines at eleven (11) municipal facilities.

The City leases copy machines in lieu of purchase because this method protects the City against equipment obsolescence and permits flexibility to upgrade or add equipment as the needs change. During this process, Facilities staff worked with the vendor to assess the City’s copy machine usage and the multiple cooperative purchasing agreements available for copy machine rental/lease. Based on that assessment, it was determined that one of the copy machines (located adjacent to the first floor conference rooms at City Hall) should be removed due to minimal usage, an additional machine needs to be added at the newly constructed Visitor’s Center. The HCDE (Choice Partners) cooperative purchasing agreement provides the best value to the City in the lease of copy machines.

Cooperative Agreements are with governmental purchasing organizations of which the City is a member. These agreements leverage the purchasing potential of governmental entities. All contracts are competitively bid, and contracts are awarded in compliance with state procurement laws and regulations.

The existing contract is set to expire on November 30, 2017. As such, the new contract will begin on December 1, 2017.

This contract includes the lease, maintenance and service of copy machines with Dahill-Xerox for a four-year time period in an amount not to exceed $85,828.44 annually and $343,313.76 for the total four-year period. The cost for these services includes:

• Unlimited Black & White Impressions

• Color Impressions of 20,000 monthly with overage cost of $0.0550 per page

• All consumables, Parts, Labor & Travel Time (Excludes Paper)

• Pick up and return of the existing copiers to the leasing company.

• Replacing existing machines with high capacity models

The 48-month lease is outlined below per fiscal year for the 4-year period:

• Fiscal Year 2018: $71,523.70

• Fiscal Year 2019: $85,828.44

• Fiscal Year 2020: $85,828.44

• Fiscal Year 2021: $85,828.44

• Fiscal Year 2022: $14,304.74

This contract amount represents an increase of $5,637.60 per year due to the addition of a copy machine at the Visitor’s Center ($5,154.72/year) and a general contractual increase ($482.88/year) since it was last contracted in 2012. These service rates are locked for the term of the contract and will be contracted with Dahill/Xerox through Dahill’s Choice Partners (HCDE) Contract #13/051DG-02.

The Information Technology Department will continue to provide support for the connectivity to the network infrastructure. Funding for the copy machine leases is located in various departmental operating budgets.

The Environmental & Neighborhood Services Department recommends approval of a contract with Dahill-Xerox for the lease, maintenance and service of copy machines in an amount not to exceed $85,828.44 annually and $343,313.76 for a four (4)-year period.