Title
Multi-function Copier Devices (Unified Print Program) - State of Arizona Cooperative Contract - ADSPO13-050376 (Ordinance S-46525)
Description
Request to authorize the City Manager, or his designee, to authorize additional expenditures for the two additional years using the established cooperative Contract 140630 with Toshiba Business Solutions (USA) Inc., for Citywide multi-function print and scanning devices. The total amount will not exceed $4,486,000 for purchases made from this contract. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
Toshiba Business Solutions (USA) Inc. (Toshiba) provides multi-function print and scanning devices, including supplies and maintenance, for all City departments. The deployment of devices is managed through the city's Unified Print Program, which involves analysis of printer usage at various locations, and an annual review to ensure devices are deployed in the most efficient and cost-effective manner. The additional funds are necessary for continued device replacement, maintenance, and support of the fleet through June 30, 2022.
This contract is necessary for continuance of our monthly service for multi-function print and scanning devices and to ensure the City's meets the obligations of the contract terms.
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 a competitive process, as set forth in the Phoenix City Code, Chapter 43. Utilization of cooperative agreements allows the City to benefit from government pricing and volume discounts. The State of Arizona contract covers multi-function print and scanning devices including supplies and maintenance, and the City adopted the contract in May 2015 with Toshiba for an amount not to exceed $7,825,000.
Contract Term
Toshiba Contract 140630 was originally awarded for a five-year term expiring June 30, 2020, with a one two-year extension option. The City is exercising the two-year extension, and this request covers the remaining term through June 30, 2022.
Financial Impact
With the $4,486,000 in additional funds, the contract's revised aggregate value is now $12,311,000 (including applicable taxes). Funds are available in City departments' budgets.
Department
Responsible Department
This item is submitted by Deputy City Manager Toni Maccarone and the Information Technology Services Department.