REPORT TO COUNCIL
SUBJECT
Title
Action on Award of Purchase Order to Canon Solutions America, Inc. for Citywide Leases and Maintenance Services for Copier/Multi-Function Devices (MFDs)
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
On September 26, 2017, the City Council approved an agreement with Ricoh USA, Inc. (Ricoh) for Citywide Leases and Maintenance Services for Copier/Multi-Functional Devices (MFDs). The City leveraged a cooperative agreement through U.S. Communities (now OMNIA Partners). OMNIA Partners is an organization that brings together cooperative purchasing contracts for local government agencies. Currently, Ricoh provides approximately 100 Copier/Multi-Functional Devices (MFDs) located at various city facilities, along with toner replacements and repair services, used by City staff for copying, scanning, printing, and faxing.
The agreement with Ricoh has an initial term of five years plus two one-year options for a total of seven years. On August 30, 2022, the City Council approved Amendment No. 1 to exercise both options to extend the agreement through August 31, 2024.
DISCUSSION
In 2023, staff conducted research on cooperative agreements for copier/multifunctional devices lease and maintenance services. Their review encompassed various factors including the term of the agreements, range of services, product availability, and lease options. Staff identified cooperative purchasing agreements with OMNIA Partners that were competitively solicited and publicly awarded by the University of California (UC) system. Subsequently, staff invited the following three vendors to provide product demonstrations:
* Canon Solutions America Inc.
* Ricoh USA
* Xerox Corporation
Demonstrations were independently evaluated by a three-member evaluation team based on predetermined evaluation criteria. In addition, evaluators considered input from end users across the City who attended the demonstrat...
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