HomeMy WebLinkAboutRes2014-070 Sponsored by: Hunt
fir. CITY OF SEWARD, ALASKA
RESOLUTION 2014-070
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA,AUTHORIZING THE CITY MANAGER TO ENTER INTO A 48-
MONTH FAIR MARKET VALUE LEASE AGREEMENT WITH KONICA
MINOLTA BUSINESS SOLUTIONS FOR SEVEN REPLACEMENT
COPIERS FOR A BASE AMOUNT OF $1,896.64 PER MONTH
WHEREAS, the City has seven copy machines that have reached the end of their lease
agreements—the Harbor, Fire,Police,Electric,and Library Departments,and two City Hall copiers,
including the City's main high-capacity copier; and
WHEREAS,the City advertised for competitive bids for all copiers to achieve cost savings
and received four quotes for lease,maintenance,and supplies,with various levels of responsiveness
in terms of features, service, and response times; and
WHEREAS, proposals were evaluated on the basis of service and maintenance response
times, cost, references, and copier features/functionality; and
WHEREAS, the proposal by Konica Minolta Business Solutions ("KMBS") received the
h,,,,, highest score,offering a 6-hour response time,meeting all of the required features and functions,and
at a base price of$207.04 per month for the downstairs copier,plus an estimated$46.50 per month
for copies,for a total monthly cost of approximately$253.54,versus the cost of the current copier of
$516.90 per month; and
WHEREAS, the base price of the remaining copiers, including fax machine and library
vending option,averages$170 per month,plus copies at$0.009 for black and white,and$0.042 for
color copies, inclusive of all supplies, support, and maintenance (excluding paper).
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA, that:
Section 1. The City Manager is authorized to enter into a 48-month lease agreement with
Konica Minolta Business Solutions for replacement copiers utilizing the Standard Agreement with
Western States Cooperative Agreement, as amended in accordance with the proposal submitted by
KMBS in response to the City's Request for Proposals for Copiers/Printers, in substantial form as
attached hereto and incorporated herein. The contract is let in an amount not to exceed $1,896.64
per month for seven copiers, inclusive of the average monthly copy usage,plus supplies,support,and
maintenance.
4
CITY OF SEWARD, ALASKA
RESOLUTION 2014-070
Section 2. There are sufficient monies within the current operating budget to pay for the new
copier contract and no new appropriation is needed.
Section 3. This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 11`h
day of August, 2014.
THE CITY OF SEWARD, ALASKA
Q "h) �
can Bardarson, Mayor
AYES: Casagranda, Terry, Squires, Butts, Darling, Bardarson
NOES: None
ABSENT: Keil
ABSTAIN: None
ATTEST:
ohanna Kinney, C
ity Clerk
(City Seal)
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Agenda Statement
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Meeting Date: August 11, 2014 ,1,411�t�q9
To: Seward City Council
14.4s14-1*
From: Jim Hunt, City Manager
Agenda Item: 48-Month Lease for Seven Copiers, including supplies, support,
and maintenance
BACKGROUND & JUSTIFICATION:
The City issued a Request for Proposals ("RFP") for copier/printer services in order to replace
seven copiers in the City which have reached the end of their lease terms. Those copiers are
located in the City Hall basement (high capacity production machine), the City Hall mailroom,
Police, Fire, Harbor, Library, and Electric Departments.
In response to the RFP, the City received proposals from four vendors. Proposals were scored
based on response time, references, machine features and cost. The firm receiving the highest
score was Konica Minolta Business Solutions, offering a six-hour response time. This vendor
services numerous local government and school district locations within the Kenai Peninsula
Borough, and has positive recommendations. The vendor utilizes the Western States Contracting
Alliance ("WSCA"), a multi-state contract used by states when approved by the State's
purchasing director. Alaska is party to the WSCA, and the City will utilize the contract terms
and conditions from the Western States Contracting Alliance for this lease agreement.
INTENT: To enter into a 48-month lease agreement with Konica Minolta Business Solutions
for seven copier/printers to ensure reliable copier services at various locations throughout the
City.
CONSISTENCY CHECKLIST: Yes No N/A
1. Comprehensive Plan (document source here): X
2. Strategic Plan (document source here): X
3. Other (list): X
FISCAL NOTE: The City is expected to save money on both the base cost of the copiers and
lower per-copy charges, compared to the City's current copier contracts. Funding for monthly
lease payments is included in each department's budget.
Approved by Finance:
ATTORNEY REVIEW: Yes No X
RECOMMENDATION: Approve Resolution 2014- DV authorizing the city to enter into a
48-month lease agreement with Konica Minolta Business Solutions, utilizing the WSCA
contract, to replace seven copier/printers, including consumable supplies, maintenance, and
support.