The URL can be used to link to this page

Home My WebLink AboutC40320 Xerox-Image Source - Lease-Monthly UsageCONTRACT NO. C40320 STAFF REPORT � """ ��"4� CITY OF PALM DESERT INFORMATION SYSTEMS DEPARTMENT MEETING DATE: August 27, 2019 PREPARED BY: Ciayton von Helf, Information Systems Manager REQUEST: Authorize the City Manager to enter into a lease agreement for copier equipment with Xerox Financial Services, and monthly usage charges with Image Source. Recommendation By Minute Motion, that the City Council: authorize the City Manager to enter into a 60-month lease agreement for copier equipment with Xerox Financial Services in the amount of $2,646.32 per month, and monthly usage and maintenance charges (projected at $1,710 per month) from Image Source. Account No. 1104190- 4342000. Strateaic Plan Although the City's internal I.T. infrastructure is not addressed in the strategic plan, its upgrade underlays, and is essential to, all projects and services performed by the City. Backqround Analvsis The City has been purchasing and leasing copier equipment from Xerox for over 20 years. Our current five-year lease ended this year. Image Source, the Xerox authorized agenUdealer for North America, has a local office in Palm Desert, which supports our local economy and gives us very good customer service, quick restocking of supplies, and timely repair work on our copier fleet. Image Source proposed a new five-year lease with the latest Xerox equipment. Staff did not go out to bid for this contract, but will be "piggy- backing" a government contract with the County of Los Angeles, fulfilling the City's purchasing requirements. For the proposed lease period, staff will be switching to an all color copier fleet. The current mix of black and white and color devices causes some inefficiencies for staff that need a color print or a color scan. The new software for this fleet is intelligent enough to detect small, incidental amounts of color on a print, and still charge the black and white per page amount. The per page charge for both black and white and color prints will be lower with the new fleet as well. Taking our historic usage, and applying the new per page amounts, we should see a savings of approximately $790 per month. As staff August 27, 2019 - Staff Report Xerox Lease — 5 year Page 2 of 2 continues to impiement more electronic document processes, we are hoping to see the monthly usage continue to drop. There will be one copier at the Corporation Yard that will be a smaller model, with higher price per page. Historically this unit has very low usage. The price per page for that one copier will be $.0079 for black and white, and $.059 for color. Comparison of the per page cost between the current and most of the proposed equipment: Current Equipment Proposed Equipment B/W prints per page $ 0.0080 $ 0.0049 Color prints per page $ 0.072 $ 0.049 Monthly totals based on historic usage $ 2,500 (average) $ 1,710 (estimation) Fiscal Analvsis Lease of a new copier fleet from Xerox Financial Services will cost $2,646.32 per month, $158,779.20 over the life of the lease. The usage charge will vary monthly, estimated at $1,710 per month, which will be payable to Image Source. Funds are available in Account No. 1 1 041 90-4342000. LEGAL REVIEW DEPT. REVIEW N/A �,t�hti C�-ulvre� Robert W. Lori Carney Hargreaves Director of City Attorney Administrative Services FINANCIAL REVIEW CITY MANAGER �cr�,,,r�'?'j?. ?'j?oo2� Janet Moore Director of Finance �.----�+'"' "L•.-.-- Lauri Aylaian City Manager ATTACHMENTS: Lease agreement with Xerox Financial Services and Image Source CONTRACT NO. C40320 CONTRACT NO. C40320 CONTRACT NO. C40320 CONTRACT NO. C40320 CONTRACT NO. C40320 CONTRACT NO. C40320 � • k� z mage �rancinrming Im�inrss City af Paim Des�rt ][erox A�evunt Review - July 30, 2�2fl - Qption 1 Current: [ity Hail CiFy HaH � City Hall City Hali Clty Hall City Hall City Hall Ci[y Nal! [I�y Hall City Haii Glty Yard Colar Lnser Prinrs Supply Ranm KEROK Supply Rnnm HEfipH City CierklComm. Serv. 10ER�1f Finance XEROIf Comm, Oev � Planning %ERO1I HR kERpR EngineerinpJPu61i� Works %ERO7( 6uilding & Safe[y xEftO7L Cpde Enforcement 1(EROIf Firr h".arshall xF4ipK Crty Yard O�ce 1(ERblf C867�N2 5TS438�33 $ 327.85 6,8&1 § ❑.U087 S89dPN� E?[9Z98973 $ i27.85 1�,862 S D.UDB� 7845PTxF2 (Ownedy M1[473fi717 $ - 7,599 S [3.U08tl 5955AFT2 A2M625756 $ Z5fi.71 12,i48 5 0.0080 7845PFXF2 M1t4739q7i $ 24Z.34 4,339 $ fl.p�80 533SNN7 nE9911Ffin $ ioy.yU 2,3�3 S U.UU80 78d5P1�fF2 M][4736765 $ 242,34 5,164 $ 0.�0$0 5335PH2 AE4548Z10 $ 169.50 4,569 5 0.408� C8a55H� 8T65U5641 5 z44,98 2,389 S O.Uq79 :i�ssls CaKi1D9H83 S aa.s� i�r $ r�.flizo W42555 E5B587749 $ 8d.55 1,180 S O.D14a 589U In WRrkraom with CQlpr OeuiCe 9,1Q1 $ Q.U594 $ $ 7,108 S O.tl720 $ S 2,166 $ Q.ti72a "� $ 3,755 $ 0.0720 $ 5 3.84fi $ O.Q49Q $ $ $ 3Qa0 a.i2 S 924.67 �iETA�N-CoTerR� C8a7p�H2 h22.iS xernx alral.inR C8�7p Colar, 70 opm, eopy, print, scan, staple, high cap feeder 572.57 %erox AltaLink C8655 Colnr, 55 ppm, copy, prirlt, 9ran, staple 25?.Q9 �erox AliaLin& C8055 Calpr, 55 pprc�, [apy, pr�nt, s�an, fak, stapie 433,p0 Kernx AltaLink C8035 Colar, 35 ppm, copy, print, s�an, Fax, staple i88.tl� Xernx alialink C8�35 Colo�, 35 pprn, copy, print, sean, [ax, integrated finisher 554.U1 Kerox AltaLink C8045 Color, 45 ppm, [upy, print, s�an, fax, staple 246.fl5 xernx AI[aLink C8�35 Cola�, 35 ppm, [opy, prinY, scan, €�x, stapie S172.31 RETAIN-[nTerm C8055/H2 84,94 No Rep3, r.cmcnt 97.U8 Xerox VersaLink C7020 Lalor, 20 ppm, cupy, print, S�an, Fax, 2 tray, stand 360.Q� Color teser Arrnt Migrction tn Lower Cest 1Cerox Printers 14EW 1L�roK Laasc $ hiEW NEW NEW n�ew ftiFfN NEW NEW 5 NCW $ - j ?,GA6.32 6.881 $ p.OQ49 1i.862 $ O.OUa4 7,599 $ 0.0049 12,148 $ G.0�49 4,339 $ U.p049 7.,3i3 $ Q.0049 5,16d $ Q.dd49 4,563 $ D.Od49 2.389 $ Q.Oa49 _�� PRLM DESFRT 4.1Ui S 0.049U $ $ �}.OR9q 5 7,208 S �.0490 5 � �.�490 5 2,]66 $ a.0440 $ $ 1�.0a9C1 S 3,755 $ a.0490 5 5 3.&S6 $ 0.049p S •179. e 7 58.12 385.53 57.53 �z�.4o 11.33 209.30 Z2.39 zoo. is 1,I8� $ a.0679 5 Q.059� 5 9.32 3,OQC7 S 0.0490 $ 147.00 � 2,6a6.32 Pr000sed Cooier Fleet Benefits: - Fixed prlcing far ferm nf agreement - Prieing Piggy-hocked aff COLA (County af Las Angeles] Cantraci - 6a Manth FMV leose • Retpined AITaUnk unifs will be on �o•terminus �onhncilSingle lease In�olce going forward - All consumdble supplies shipped direcf !o end users [excluding paper ond sfaples] - AI! onsite service, parfs and lobor - AI1 new equfpment wili be ca�ered under the Impge 5ource Tptol 5afisfacfivn Guarnntee for fhe enfire term - Lowers meter ra3es - Adds Color in All 6eparFmenfs - Mondoy fhr� Friday Sam-5pm Il�e teiephone supporf - Ploce service pnd supply requests �fo phpne, email, pnline vr cqp'ser user interfoce • Image 5ource parts, supplfes ware�vuse lo�ated In Redfands, CA - Local suppoA wilh Image Source - Pricing includes buyout ond relurn of �urrent xerox cont�o�ls ond de�ices - All deli�ery, installpfian, setup, �pnnection pnd end user Fraining Fvr pll new equipment • Pick up and remo�al of current %erox equlpment [returned fo JCerox} -%erox Connecfl(ey Technalvgies enobl�s produ�ti�iiy, s�cur+ty. mohil� salutions and apps Monthly Sa�ings $ 243.43 Rnnual5a�ings $ Z,9ZI.10 Term 5a�ings $ 14,GU5.51