To: Aaron Rector, Interim City Manager
From: Sean Vreeland, Director of Information Technology
Subject:
Title
Consider a resolution authorizing the City Manager to execute a sixty (60) month rental agreement addendum with UBEO of North Texas, Inc., of Fort Worth, Texas, through the State of Texas Department of Information Resources (DIR) Cooperative Purchasing Program, relating to the replacement, rental, and maintenance of ten (10) Ricoh copier/multi-function devices located throughout city facilities, for the Information Technology Department.
Action Requested:
Consider a resolution authorizing the City Manager to execute a sixty (60) month rental agreement addendum with UBEO of North Texas, Inc., of Fort Worth, Texas, through the State of Texas Department of Information Resources (DIR) Cooperative Purchasing Program, relating to the replacement, rental, and maintenance of ten (10) Ricoh copier/multi-function devices located throughout city facilities, for the Information Technology Department.
Background:
The City currently rents sixteen (16) copier/multifunction devices from UBEO of North Texas, Inc. to provide print, scan, and copy functions throughout the City. The rental agreement on ten (10) of those devices will expire soon and staff has determined that upgrading all ten (10) of the devices will best serve the City’s needs. The wide format scanner/copier/printer will be removed from the contract. Once executed, the City will have a total of fifteen (15) copier/multifunction devices.
Financial Impact:
The quarterly payment for the proposed new copiers/multi-function devices amounts to $6,648.00 per quarter for an annual device rental cost of $ 26,592.00, a reduction of $4,688.00. The proposed rental agreement includes copier/multi-function devices located at Finance, Police Department, Human Resources, Library, Municipal Service Center, Fire Administration, and Senior Center. Funding is available from the Fiscal Year 2024-25 Information Technology Department Fund.
Citizen Input/Board Review:
Not Applicable
Legal Review:
Not Applicable
Alternatives:
City Council has the following alternatives:
- Approve as submitted
- Approve with changes
- Denial
Council Action:
Approve proposed resolution as presented