COOPERATIVE PURCHASE
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Consideration to authorize a five-year lease purchase agreement contract with Toshiba Financial Services, San Antonio, Texas, in the estimated annual amount of $119,561.76 and total five-year amount of $597,808.80 utilizing Texas Department of Information Resources #DIR-CPO-4426 for the lease of approximately 135 new copiers to be used by various city departments. This contract includes: unlimited black & white copies, technical support, equipment, toners and overall equipment maintenance. The term of this contract shall be for a five-year period. Funding is available in the respective departmental budgets.
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PREVIOUS COUNCIL ACTION
Authorized participation in the Texas Department of Information Resources Purchasing Program.
BACKGROUND
This contract will be awarded utilizing Texas Department of Information Resources #DIR-CPO-4426 for approximately 135 new copiers to be used by various city departments. This contract includes: unlimited black & white copies, technical support, equipment, toners and overall equipment maintenance.
After reviewing the proposal submitted by Toshiba Financial Services, management requested a best and final offer (Price comparison attached).
Previous Contract FY20-032 (Four Year Agreement) $ 10,174.88
Previous Buyback Equipment Trade-in-Allowance ($10,000.00)
Best and Final Offer (Five Year Agreement) $ 9,963.48
Buyback Equipment Trade-in-Allowance ($20,000.00)
COMMITTEE RECOMMENDATION
None.
STAFF RECOMMENDATION
recommendation
It is recommended this contract be approved.
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Fiscal Impact
Fiscal Year: 2024.
Budgeted Y/N?: Yes.
Source of Funds: Various Department Funds.
Account #: Various Department Funds.
Change Order: Exceeds 25% Y/N: No.
FINANCIAL IMPACT:
The purpose of this contract is to establish prices for the services needed should the
City need to purchase these commodities or services. The City's obligation for performance of an annual supply contract beyond the current fiscal year is contingent
upon the availability of appropriated funds from which payments for the contract purchases can be made. If no funds are appropriated and budgeted during the next
fiscal year, this contracts becomes null and void.
Funding is available in the respective department budget.