For City Council Meeting [December 10, 2019]
TO: Honorable Mayor and City Council
APPROVAL: Rod Foster, City Administrator
FROM: Mark P. Kling, Chief of Police
Title
Request City Council to Approve the Purchase of a Konica Minolta AccurioPrint Copy Machine from Konica Minolta in the Amount of $25,967.75.
Body
BACKGROUND
Records personnel are required to copy and scan a high volume of paper documents as part of their daily functions. A copy machine that can handle an exhaustive flow of paper documents without frequent machine failures will ensure efficiency in this necessary function.
ANALYSIS/DISCUSSION
The Rialto Police Department Record's copy machine is a necessary piece of equipment for copying and scanning a high volume of paper documents. Unfortunately, the current copy machine continuously experiences support issues causing delays in the important functions needed by Record personnel. In the last ten months, 13 maintenance incidents were identified requiring servicing by means of an annual maintenance agreement. Due to the frequency of the service calls, the annual maintenance agreement has become more expensive each renewal year.
Copy machine infrastructure is not limited solely to Konica Minolta equipment for the City or Police Department's copier needs. However, for continuity purposes, the department prefers Konica Minolta copy machines. On November 5, 2019, Konica Minolta issued a proposal to the City of Rialto for the purchase of 1 (one) AccurioPrint C3070I copy machine, fully equipped as stated in attached quote, for $24,100.00, plus sales tax, for a total cost of $25,967.75. Pricing for this equipment is a Piggyback Purchase off the County of San Bernardino's approved Contract Number 15389 A-1. A copy of the sales quotation is included as Attachment A.
Piggybacking Purchasing
On July 1, 2015, following their County's Procurement Policy, the County of San Bernardino approved Contract Number 153859 A-1 for the purchase of copy machi...
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