Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO TERMINATE CURRENT LEASE AGREEMENTS WITH COMDOC AND KONICA MINOLTA AND TO ENTER INTO A NEW AGREEMENT WITH RICOH USA, INC. FOR THE LEASING OF MULTIFUNCTION EQUIPMENT FOR THE MUNICIPAL SERVICES CENTER; AND DECLARING AN EMERGENCY.
Executive Summary: The Administration is requesting City Council's approval to end the current Municipal Services Center agreements with ComDoc and Konica Minolta, and then enter into a new 5-year lease agreement with Ricoh USA, Inc. for the lease of new multifunction equipment. The new contract period will commence December 1, 2016 and conclude November 30, 2021.
Body
Legislative History
None.
Purpose & Explanation
The City of Hudson Municipal Services Center (MSC) is currently under multifunction equipment lease agreements with multiple vendors as a result of merging departments into one facility. In an effort to consolidate this equipment and provide further efficiencies for MSC, a lease agreement for a 5-year term with Ricoh USA, Inc. is requested.
With current leases expiring in 2016 and 2017, along with the desire to consolidate equipment, improve operating efficiency and provide cost savings, Susan Chapman, Office Manager sought proposals recently for leasing equipment from two companies:
Ricoh USA, Inc.: 5 yr. lease (4 new) at $4,984.80 per year, total = $24,924.00.
ComDoc: 5 yr. lease (4 new) at $6,960.00 per year, total = $36,085.00.
ComDoc: 5 yr. lease (4 certified pre-owned) at $4,896.00 per year, total = $24,480.00.
Upon Susan's review of the proposals submitted, Susan believes the best proposal is from Ricoh USA, Inc. The City's Finance Director and City's Information Services team agrees. Ricoh USA, Inc. has a State of Ohio Procurement contract, whereas ComDoc is a member of the Cooperative Council of Governments. With this proposal, the City is reducing MSC multifunction equipment from seven (7) to four (4). The new leased equipment, four (4) new devices, will be loc...
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