Title
Digital Black and White Production Printers - Five Year Lease - COOP 21-119 (Ordinance S-47924)
Description
Request to authorize the City Manager, or his designee, to enter into a cooperative participating agreement with Xerox Corporation to lease high volume digital black and white production printers for the City Clerk Department. A cooperative contract was established by the State of Arizona under solicitation number ADSPO18-00008023. Further request authorization for the City Controller to disburse all funds related to this item. The aggregate contract value will not exceed $900,000.
Report
Summary
The contract will provide the City Clerk Department black and white production printers used to complete high volume projects for all City departments. These projects include: City Council agendas, sex offender notifications, budget books, account statements, informational materials for the community and other large quantity printing for essential City operations each year. Access to Xerox’s catalog for black and white production printers through the State’s contract allows the City to leverage the benefits of an extensive competitive process previously completed by the State of Arizona which ensures competitive pricing.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, a participating agreement is required when the City uses a cooperative agreement from another public agency. The contract was awarded through competitive processes consistent with the City’s procurement processes, as set forth in the Phoenix City Code, Chapter 43.
The State of Arizona contract covers the leasing of black and white production printers as required by the City Clerk Department. The State of Arizona contract was awarded on Oct. 5, 2018. The use of this cooperative will provide the City national discounts on these products. Additionally, review of pricing and availability from registered small and local businesses indicates that this cooperative contract offers the best value to the City.
Upon City Council approval of this item, a purchasing agreement incorporating the City’s terms and conditions will be fully executed between the referenced vendor and the City.
Both the American Bar Association and the National Institute of Government Purchasing endorse the use of Cooperative Agreements by municipalities and other public institutions. An established best practice in government procurement, Cooperative Agreements provide extensive benefits to procurement officials by leveraging volume purchasing for maximum cost benefit and ensuring best value.
The Assistant Finance Director recommends that the cooperative agreement with Xerox Corporation be accepted.
Contract Term
The five-year contract term will begin on or about Nov. 1, 2021.
Financial Impact
The aggregate contract value will not exceed $900,000. Funds are available in the City Clerk Department’s budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Toni Maccarone and the City Clerk Department.