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Home My WebLink AboutReso 2013-2062 RESOLUTION NO. 2013- Zb(02 A RESOLUTION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, APPROVING THE PURCHASE OF SIX (6) NEW COPIER/ SCANNER/PRINTERS FROM TOSHIBA BUSINESS SOLUTIONS FOR THE POLICE DEPARTMENT, PELICAN COMMUNITY PARK, AND PUBLIC WORKS, IN AN AMOUNT NOT TO EXCEED THIRTY FOUR THOUSAND TWO HUNDRED TWENTY-THREE DOLLARS ($34,223.00), PLUS ADDITIONAL PER-COPY CHARGES OF THREE THOUSAND FIVE HUNDRED DOLLARS ($3,500.00) ANNUALLY, FOR A TOTAL AMOUNT NOT TO EXCEED OF THIRTY-SEVEN THOUSAND SEVEN HUNDRED TWENTY-THREE DOLLARS ($37,723.00), UTILIZING THE STATE OF FLORIDA CONTRACT NO. 600-000-11-1; AUTHORIZING THE CITY MANAGER TO DO ALL THINGS NECESSARY TO EFFECTUATE THIS RESOLUTION; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City is in need of replacing five (5) copiers in the Police Department, upgrading one (1) copier at Pelican Community Park, and obtaining one (1) new copier for the Public Works modular; and WHEREAS, the existing copier at Pelican Community Park will be relocated to the Police Department, and six (6) new copiers need to be procured, four (4) new copiers in the Police Department, one (1) new copier at Pelican Community Park, and one (1) new copier for the Public Works modular; and WHEREAS, staff determined that the Toshiba copiers have the appropriate copying/printing/scanning capabilities to meet the expanded copying/printing/scanning needs; and WHEREAS, the City now wishes to purchase six (6) Toshiba digital copiers to replace the outdated copiers at the Police Department, Pelican Community Park, and Public Works, in an amount not to exceed Thirty-Four Thousand Two Hundred Twenty-Three Dollars ($34,223.00), plus additional per-copy charges of Three Thousand Five Hundred Dollars ($3,500.00) annually, attached hereto as Exhibit "A", for a total amount not to exceed of Thirty-Seven Thousand Seven Hundred Twenty-Three Dollars ($37,723.00), utilizing the same terms and conditions as the State of Florida Contract No. 600-000-11-1. NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS: Section 1. Approve Purchase of Six (6) New Digital Copiers. The City Commission hereby approves the purchase of six (6) new digital copiers from Toshiba Business Solution for the Police Department, Pelican Community Park, and the Public Works Department, in an amount not to exceed Thirty-Four Thousand Two Hundred Twenty-Three Dollars ($34,223.00), plus additional per-copy charges of Three Thousand Five Hundred Dollars ($3,500.00) annually, attached hereto as Exhibit "A", for a total amount not to exceed of Thirty-Seven Thousand Seven R2013-Toshiba Copiers Purchase Page 1 of 2 Hundred Twenty-Three Dollars ($37,723.00). Section 2. Authorization of City Manager. The City Manager is hereby authorized to do all things necessary to effectuate this Resolution. Section 3. Effective Date. The Resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 16th day of May 2013. Jr/ ,,,/ "•orman S. Edelcup,"Mayor ".• ATTEST: • - -tr, i r --Jane IA. Hines GMC, City Clerk •2 2 • , .J APPRO I A TO FORM AND • i I j F r CIENCY: H. 'Sttinot, City Attorney Moved by: lArvvivu/J.amJti?.&TTh Seconded by: P.hYWmt sita rat it LEA) 10 Vote: S—C Mayor Edelcup ✓(Yes) (No) Vice Mayor Aelion ✓(Yes) (No) Commissioner Gatto 1/(Yes) (No) Commissioner Levin ✓(Yes) (No) Commissioner Scholl ' p/(Yes) (No) R2013-Toshiba Copiers Purchase Page 2 of 2 I WI a ri On t ,OS141:BA .L OFFICE PROPOSAL PREPARED FOR: City of Sunny Isles Beach Submitted by Annie Cruz 305-710-7989 TOSHIBA BUSINESS SOLUTIONS FLORIDA 6401 Nob Hill Rd., Tamarac, Fl 33321 • . MIME { ti f -r may. _.._ __ = . Don 't copy. Lead 149 k r TOSHIBA ® OPY• FAX•PRINT STATE OF FLORIDA CONTRACT 600-000-11-1 Parks & Recreation TOSHIBA e STUDIO 6540C • 65 ppm B&W & Color Copier $ 10,463.00 • Automatic Duplexing Unit (standard) • Finisher (MJ1103) $ 966.00 • Large Capacity Feeder $ 526.00 • Rail for Finisher (KNI 017) $ 25.00 • Print/Scan Enabler (standard) Outright Purchase S 11,980.00 36 Month Lease 8360.12/month Service billed separately Full Service Maintnenance • Includes all consumable supplies excluding staples& paper • All black and white copies per month @ .00501/copy • All Color copies @ .045/copy • Toshiba will deliver, setup, install. and train on new equipment at no additional charge Dispatch TOSHIBA e STUDIO 256 • 25 ppm B&W Copier $ 1870.00 • Automatic Duplexing Unit (standard) • Reverse Automatic Document Feeder $ 244.00 • 2 Paper Trays(standard) • Stand $ 118.00 • Print/Scan Enabler (standard) Outright Purchase S 2232.00 36 Month Lease $ 67.09 /month Service billed separately Full Service Maintenance • Includes all consumable supplies excluding staples&paper • All black and white copies per month @ .00721/copy • Toshiba will deliver, setup, install, and train on new equipment at no additional charge 1q9� Chiefs Officer TOSHIBA e STUDIO 4540c • 45 ppm Color/45 ppm B&W Copier $4851.00 • Reverse Automatic Document Feeder (MR3018) $ 244.00 • Automatic Duplexing Unit (standard) • Finisher- Staple (MI1101) $ 653.00 • Bridge Kit (KN4530) $ 80.00 • Print/Scan Enabler (standard) • Large Capacity Feeder $331.00 Outright Purchase S 6159.00 36 Month Lease $ 185.13 /month Service billed separately Full Service Maintenance • Includes all consumable supplies excluding staples& paper • All black and white copies per month @ .00619/copy • Color is at a cost per copy rate of.045 • Toshiba will deliver, setup, install, and train on new equipment at no additional charge l4`ww Hall Way by Sarxeant Office TOSHIBA e STUDIO 456 • 45 ppm B&W Copier $ 2366.00 • RADF $ 244.00 • Automatic Duplexing Unit (standard) • Inner Finisher (MJ1032) $ 500.00 • Large Capacity Feeder $ 365.00 • Hole Punch $ 255.00 • Print/Scan Enabler (standard) Outright Purchase S 3730.00 36 Month Lease S 112.12/month Service billed separately Full Service Maintenance • Includes all consumable supplies excluding staples& paper • All black and white copies per month @ .00520/copy • Toshiba will deliver, setup, install, and train on new equipment at no additional charge ItkE Public Works Trailer TOSHIBA e STUDIO 4540c • 45 ppm Color/45 ppm B&W Copier $ 4851.00 • Reverse Automatic Document Feeder $ 244.00 • Automatic Duplexing Unit (standard) • Console Finisher $ 653.00 • Bridge Kit $ 80.00 • Print/Scan Enabler (standard) • 2 Cassette Trays(standard) • Fax Board $ 44600 • Stand $ 118.00 Outright Purchase S 6392.00 36 Month Lease $ 192.14/month Full Service Maintenace • Includes all consumable supplies excluding staples&paper • All black and white copies per month @ .006/9/copy • Color is at a cost per copy rate of.045 • Toshiba will deliver, setup, install, and train on new equipment at no additional charge R10 Records TOSHIBA e STUDIO 456 • 45 ppm B&W Copier $ 2366.00 • RADF $ 244.00 • Automatic Duplexing Unit (standard) • Inner Finisher (MJ1032) $ 500.00 • Large Capacity Feeder $ 365.00 • Hole Punch $ 255.00 • Print/Scan Enabler (standard) Outright Purchase S 3730.00 36 Month Lease S 112.12/month Service billed separately Full Service Maintenance • Includes all consumable supplies excluding staples&paper • All black and white copies per month @ .00520/copy • Toshiba will deliver, setup, install, and train on new equipment at no additional charge 1't`i h W O O O 0 0 0 0 Q co CO I D1 N .Ni N M N N U N N US M t0 M 0 CC 'i m 7 a w ° n O CO ri m 00 00 0 m ~Q d v 0 tA co 1-1 m S > LID N 01 rl N r1 CO in U N N D1 NO NM D1 r .- .- 01 N D a N O N i OO N V N N N V1 CO N` tD m O m 01 M W 4! ID r1 W m rl m en N > > al O tD O D1 O O co Lu Q m rj N ter V tG C M N Q H W Z V O to V 1.0 C VD 1A 3 ri tri r1 vi ui tai a J CNON C O R a Q C m 00 N m m m m Z Q V N rl N rl N Q - Q m ), N 01 m N Q N N S L N O e-1 .-1 1-1 rl N Vi as O N to N N N 00 O C tD VD OO 1-1 01 1--1 N F o m r1 r1 rl rl 0 2 4 u u u O t0 a ID 0 to IA to m LA 1A tD N V O V R _0 O_ O_ O O_ O_ 0 0 0 6 0 6 -1 D D D O = D F N LAA N LAA LAA to O W W W W W W 1 N C CO III d m V CD N V Z a1 g m v O m r O � r F t0 V ta A L m u 0-a a " C j a 0 u X 00 O. CI. to 149 A S°""Y 'S`F City of Sunny Isles Beach -O n 18070 Collins Avenue Sunny Isles Beach, Florida 33160 ts_ e, 9„` Qp��P y (305)947-0606 City Hall 'T�o. sun 'Ne (305)949-3113 Fax MEMORANDUM TO: The Honorable Mayor and City Commission VIA: Christopher J. Russo, City Manager FROM: Derrick L. Arias, Chief Information Officer DATE: 5/16/2013 RE: Approval for purchase of additional TOSHIBA copiers, for Police Department, PCP, and Public Works. RECOMMENDATION: It is recommended that the City Commission approve the attached resolution granting purchase authority and approval for purchase of copiers from Toshiba Business Solutions Florida, for a cost of $34,223.00, plus additional per-copy charges as indicated in the proposal, at an estimated amount of $3,500.00 annually. REASONS: The City is in need of replacing 5 copiers in the Police Department, upgrading 1 copier at Pelican Community Park, and obtaining 1 new copier for the Public Works modular. For the most effective use of resources, the existing copier at Pelican Community Park will be relocated to the Police Department and 6 new machines will be procured - 1 new machine for Pelican Community Park, 1 new machine for Public Works, and 4 new machines for the Police Department. The total base cost for the new copiers will be $34,223.00, with usage/maintenance billed seperately. The estimated usage per fiscal year is approximately $3,500.00. ADDITIONAL INFORMATION: The City currently has an existing lease, approved under resolution 2010-1641. The current annual expense for these existing machines is approximately Aeenda Item No.101 Date 5/16/2013 144 $36,000.00 including all usage charges. FUNDING SOURCE: Funding is available under account 559.5643. ATTACHMENTS: • Resolution • Proposal • Buy-Lease Comparison Agenda Item No 101 Date 5/16/2013 145