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Home My WebLink About2024-05-14; City Council; Resolution 2024-095RESOLUTION NO. 2024-095 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE CITY MANAGER OR DESIGN EE TO EXECUTE ALL NECESSARY DOCUMENTS TO PROCURE MULTI-FUNCTION PRINTERS FROM RICOH USA, INC. IN AN AMOUNT NOT TO EXCEED $730,939.65. WHEREAS, the City of Carlsbad has historically owned and operated its own multi-vendor, multi- model fleet of print related devices; and WHEREAS, in November 2014 the lnforma~ion Technology Department staff, along with representatives from various other city departments, developed and published a request for proposal for managed print services; and WHEREAS, on July 28, 2015, City Council adopted Resolution No. 2015-200 authorizing the city manager to execute a master service agreement with Ricoh USA, Inc. for a five-year lease of printers and managed print services; and WHEREAS, on February 23, 2021, City Council adopted Resolution No. 2021-048 authorizing the City Manager to extend the master service agreement for three years and to complete the purchase of the leased printers; and WHEREAS, the printers purchased through the master service agreement with Ricoh USA, Inc. are substantially past end-of-life and are in need of replacement; and WHEREAS, Ricoh USA, Inc. is an authorized OMNIA partner for print goods and services under the University of California contract #2021002788 for the purchasing of multi-function printers; and WHEREAS, under Carlsbad Municipal Code Section 3.28.100, the purchasing officer has the authority to join with other public agencies in cooperative purchasing plans for the purchase of goods or services when it is in the city's best interest; and WHEREAS, the purchasing officer has reviewed the purchase and agrees that the use of the cooperative purchase agreement is in the city's best interest; and WHEREAS, the budget to procure the multi-functional printers is available in the Information Technology Department's fiscal year 2023-24 Information Technology Replacement Fund and Strategic Digital Transformation Investment Program; and WHEREAS, the funding for future annual service and maintenance will be considered in the Information Technology Department's annual budget requests. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That City Manager, or a designee, is authorized to execute all required documents necessary to procure multi-function printers from Ricoh USA, Inc. in amount not to exceed $730,939.65 as reflected in Attachment A. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 14th day of May, 2024, by the following vote, to wit: AYES: NAYS: ABSTAIN : ABSENT: BLACKBURN, BHAT-PATEL, ACOSTA, BURKHOLDER, LUNA. NONE. NONE. NONE. KEITH BLACKBURN, Mayor SHERRY FREISINGER, City Clerk (SEAL) City of Carlsbad Print Services Proposal Proposal good through 05/31/2024 PREPARED BY: Bill Wirth Phone: 760-586-5831 Email: Bill.wirth@ricoh-usa.com Attachment A RICOH imagine. change. (city of Carlsbad California Table of contents Equipment Models: •Ricoh C8000 Specifications •Ricoh C6010 Specifications •Ricoh IM C4510 Specifications •Ricoh IM C300F •Ricoh IM 460F •New Investment/Spend I The Ricoh IM C8000 is a color multifunction product that offers print, copy, scan capabilities in a compact design. The Ricoh IM C8000 combines economical, high-quality color, advanced scanning capabilities, flexible paper handling and the latest security features. Advantage Ricoh ✓#1 in business color global market share for five consecutive years – Gartner Group ✓Award winning products ✓Recognized industry leader in sustainability ✓Only office equipment manufacturer to be awarded the Deming Award twice – for quality control Ricoh IM C8000 Key Features Included: ◼80 PPM in Color and B/W ◼Copy, print & scan capable ◼220 Sheet Single Pass Document Feeder ◼3,700 Sheet Paper Capacity ◼Up to 12” x 18” Media ◼100 Sheet By-Pass Tray ◼2,000 Sheet Booklet Finisher Stapler ◼Punch Kit ◼Multi Fold Unit ◼10.1” Smart Operation Panel ◼Full-color scanning ◼Up to 300gsm paper through main drawers and by-pass ◼Duplexing (up to 256gsm) ◼Power Filter Included ◼Note Power requirements: 208V – 240V / 12A, 60Hz U!!lll!!!!!!J " "" "11111 11111 RICOH imagine. change. Our earth. Our tomorrow The Ricoh IM C8000 is a color multifunction product that offers print, copy, scan capabilities in a compact design. The Ricoh IM C8000 combines economical, high-quality color, advanced scanning capabilities, flexible paper handling and the latest security features. Advantage Ricoh ✓#1 in business color global market share for five consecutive years – Gartner Group ✓Award winning products ✓Recognized industry leader in sustainability ✓Only office equipment manufacturer to be awarded the Deming Award twice – for quality control Ricoh IM C6010 Key Features Included: ◼60 PPM in Color and B/W ◼Copy, print & scan capable ◼220 Sheet Single Pass Document Feeder ◼3,100 Sheet Paper Capacity ◼Up to 12” x 18” Media ◼100 Sheet By-Pass Tray ◼Floor Finisher Stapler ◼10.1” Smart Operation Panel ◼Full-color scanning ◼Power Filter Included RICOH imagine. change. Our earth. Our tomorrow The Ricoh IM C4510 is a color multifunction product that offers print, copy, scan capabilities in a compact design. The Ricoh IM C4510 combines economical, high-quality color, advanced scanning capabilities, flexible paper handling and the latest security features. Advantage Ricoh ✓#1 in business color global market share for five consecutive years – Gartner Group ✓Award winning products ✓Recognized industry leader in sustainability ✓Only office equipment manufacturer to be awarded the Deming Award twice – for quality control Ricoh IMC4510 Key Features Included: ◼45 PPM in Color and B/W ◼Copy, print & scan capable ◼220 Sheet Single Pass Document Feeder ◼4 X 550 sheet paper drawers ◼Up to 12” x 18” Media ◼Floor Finisher/Stapler ◼100 Sheet By-Pass Tray ◼Smart Operation Panel ◼Full-color scanning ◼Up to 300gsm paper through main drawers and by-pass ◼Duplexing (up to 256gsm) ◼Power Filter Included RICOH imagine. change. Our earth. Our tomorrow The Ricoh IM C300F is a color multifunction product that offers print, copy, scan capabilities in a compact design. The Ricoh IM C300F combines economical, high-quality color, advanced scanning capabilities, flexible paper handling and the latest security features. Advantage Ricoh ✓#1 in business color global market share for five consecutive years – Gartner Group ✓Award winning products ✓Recognized industry leader in sustainability ✓Only office equipment manufacturer to be awarded the Deming Award twice – for quality control Ricoh IMC 300F Key Features Included: ◼31 PPM in Color and B/W ◼Copy, print, scan, & fax capable ◼Dual Scan Automatic Document Feeder ◼250 sheet paper drawer ◼100 Sheet by-pass paper drawer ◼Up to 81/2” x 14” Media ◼100 Sheet By-Pass Tray ◼Smart Operation Panel ◼Full-color scanning ◼2 GB Standard memory ◼Duplexing (up to 256gsm) ◼Power Filter Included RICOH imagine. change. Our earth. Our tomorrow The Ricoh IM 460F is a color multifunction product that offers print, copy, scan and fax capabilities in a compact design. The Ricoh IM 460F combines economical, high-quality color, advanced scanning capabilities, flexible paper handling and the latest security features. Advantage Ricoh ✓#1 in business color global market share for five consecutive years – Gartner Group ✓Award winning products ✓Recognized industry leader in sustainability ✓Only office equipment manufacturer to be awarded the Deming Award twice – for quality control Ricoh IM 460F Standard Features Include ◼10.1" Smart Operation Panel ◼Mobile Printing ◼PostScript3 Emulation ◼500-Sheet Paper Tray ◼100-Sheet Bypass Tray ◼Integrated Duplex ◼320 GB Hard Disk Drive ◼2 GB RAM ◼Print, Copy, Scan and Fax Capabilities _j__ RICOH imagine. change. Our earth. Our tomorrow Recommended Equipment: ➢(5) RICOH IM C8000 Color MFP ✓Booklet Finisher/Staplers | Hole Punch | Multi Fold units ➢(3) RICOH IM C6010 Color MFP ✓2,000 Sheet Large Capacity Paper Drawer | Two 500 Sheet Paper drawers | Floor Finisher/Staplers ➢(33) RICOH IM C4510 Color MFP ✓Four 500 Sheet paper drawers | Floor Finisher/Stapler ➢(41) RICOH IM C300F Color MFP ➢(2) IM 430F black/white MFP ➢(2) Ricoh MICR Printers (includes 5 yr. service plan) Investment Summary Investment Details Let us help you build business with world-class technology from Ricoh. When versatility, quality, service and accountability are important, Ricoh is the obvious choice! Recommended New Fleet: - 86 Units Pricing Includes: Project management team for Delivery, Installation and configuration Network print and scan set-up Control Suite Deployment and Implementation Includes equipment delivery, Installation, network set-up, configuration and training. Service performed by authorized Ricoh Service Technicians Supplies (except paper/media) Access to RICOH educational & learning resources Equipment removal, disposal/recycle Hard Drive Removal and destruction Block of time (80) hrs. for Professional Services Notes: Ricoh Managed Services Support Center (RMSSC) invoiced at $8.00 per devise or $672.00 per month for 84 units. Service & Supply Program: ➢Per image investment ✓$.0425 - Color, $.0069 - B&W Includes all parts, labor emergency service, preventative maintenance, drums & toner No monthly minimums, usage only, rates. Excludes paper. #Model Sub total Total Rebate 5 C8000 + Booklet Finisher + Folding 31,585.40$ 157,927.00$ 7,500.00$ 3 C6010 14,107.14$ 42,321.42$ 3,375.00$ 33 C4510 11,063.24$ 365,086.92$ 29,700.00$ 41 C300F 4,620.22$ 189,429.02$ -$ 2 460F 3,833.26$ 7,666.52$ -$ 2 MICR Printers 1,525.00$ 3,050.00$ -$ 2 MICR 5 yr Service 1,021.00$ 2,042.00$ -$ Total*767,522.88$ 40,575.00$ Price Concession:(51,500.00)$ Total:716,022.88$ Sales Tax (7.75%)55,491.77$ Total including tax: 771,514.65$ Cash rebate direct from Ricoh:(40,575.00)$ Total New Investment:730,939.65$ *GPO - OMNIA (PUBLIC SECTOR) - 2021002788 Pricing for equipment/service excludes any taxes that may apply I _____________________ Authorized Signature RICOH USA, INC. ______________________ Authorized Signature City of Carlsbad Price quote valid through 5/31/2024 I Our Commitment to You With Ricoh, you have the support of a trusted partner in your corner — one who shares your goals, understands your long-term vision and is focused on helping your store achieve success. Our dedication to The City of Carlsbad is unwavering, and it shows in the wealth of new technologies we are bringing to market. We are constantly thinking ahead, innovating and devising new ways to provide value and opportunity to you, our customer. Item #3 Page 16 of 19