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Home My WebLink AboutReg 2024-09-16 Item 5E - Lease Agreement - City Copiers and Printers with Electronic Business Machines for $77,000.00COUNCIL AGENDA SYNOPSIS nitiais Meeting Date Prepared by Mayor's review Council review 09/16/24 MM ITEM INFORMATION ITEM No. 5.E. STAFF SPONSOR: MIKE MARCUM ORIGINAL AGENDA DATE: 08/ 16/ 24 AGENDA ITEM TITLE Copier Lease: High -use copiers CATEGORY ❑ Discussion Mt Date ❑ Motion Mtg Date ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date Other Mtg Date 9/16/24 SPONSOR ❑ Council ❑ Mayor ® Admin Svcs ❑ DCD ❑ Finance ❑ Fire ❑ P&R ❑ Police ❑ PW SPONSOR'S SUMMARY Technology and Innovation Services is seeking approval to implement a new 60-month equipment lease to replace targeted high-impact/high-use copiers to improve equipment reiliability and employee production. REVIEWED BY ❑ Trans&Infrastructure Svcs ❑ Community Svcs/Safety ® Finance & Governance ❑ Planning & Community Dev. ❑ LTAC ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: 8/26/24 COMMITTEE CHAIR: QUINN RECOMMENDATIONS: SPONSOR/ADMIN. Finance and Governance Committee COMMII°IEL Committee consideration; Regular Meeting Consent Agenda approval COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED $77000 AMOUNT BUDGETED $77000 Fund Source: EXISTING DEPARTMENT -SPECIFIC COPIER LEASE BUDGETS Comments: APPROPRIATION REQUIRED $ MTG. DATE RECORD OF COUNCIL ACTION 09/16/24 MTG. DATE ATTACHMENTS 09/16/24 Informational Memorandum Sales Order Recommendations 8/26 FIN Minutes 55 56 City of Tukwila Allan Ekberg, Mayor INFORMATIONAL MEMORANDUM TO: Finance Committee FROM: Joel Bush, CTO BY: Mike Marcum, Technical Operations Supervisor CC: Mayor McLeod DATE: 8/16/24 SUBJECT: Copier Lease: High -use copiers ISSUE Consideration of funding to refinance high -use copiers in key locations across the city. BACKGROUND In 2017 we entered a five-year lease for copiers across the city. In 2022 rather than enter a new five-year lease we opted to refinance the same copiers for an additional three -years, believing the equipment had more longevity due to the lack of use during covid. Technology and innovation Services is now seeking Council approval to enact a new lease that targets specific copiers with the largest impact. Analysis In 2024 there has been rise in maintenance requests on high-use/high-impact copiers throughout the city, which has impacted employee productivity and efficiency. New copiers will address all work -related impacts, increasing equipment reliability and employee productivity. FINANCIAL IMPACT The contract being proposed is for a new five-year lease replacing the copiers listed below, absorbing the remainder of the existing lease into the total, with a new total not to exceed $77,000 w/tax over the five-year term. 1- Finance Department 2- City Clerks 3- Tukwila Community Center 4- Public Works Engineering All pricing is based upon the Omnia State Contract #R191102 RECOMMENDATION Technology and Innovation Services is seeking approval to implement a new 60-month equipment lease. The Finance & Governance Committee is being asked to consider the equipment lease at the August 26, 2024 Finance Committee meeting, and forward to the Regular Meeting Consent Agenda on September 16th, 2024 ATTACHMENTS Informational Memorandum Sales Order 57 58 fELECTRONIC Customer Order BUSINESS MACHINES 802 134th ST SW, Suite 170, Everett, WA 98204 Phone: 425-742-2244 Fax: 425-743-3117 Sales Rep Glenn Frazier PO # 0 Ship To Bill To City of Tukwila Address 6300 Southcenter Blvd Address Suite Suite City Tukwila City State WA State Zip 98188 Zip Phone (206) 433-1800 Phone Fax Fax Meter Read Contact Mike Marcum A/R Contact Meter Read Email Mike.Marcum(alTukwilaWA.gov A/R Email Decision Maker Decision Maker Decision Maker Email Decision Maker Email Lease Months = Monthly Lease Payment —_ Lease Rate Lease Type 60 0.02037 FMV QTY Product # Description _ Serial Number Unit Price Total Price 1 1102XN2US0 Kyocera 8353ci — 80 B&W 70 Color ppm ASCC Clerks $350.75 per month 1 1102XN2US0 Kyocera 8353ci — 80 B&W 70 Color ppm Finance $350.75 per month 1 1102YN2US0 Kyocera 6054ci — 60 B&W 60 Color ppm PW Engineering $241.72 per month 1 1102YN2US0 Kyocera 5054ci — 50 B&W 50 Color ppm PRTCC $208.95 per month Pricing per month also includes the following equipment buyouts Kyocera 8052 ASCC Clerks $4,844.31 Kyocera 8052 Finance $4,844.31 Kyocera 6052 PW Engineeering $3,068.20 Kyocera 5052 PRTCC $2,685.79 All pricing is in accordance with Omnia State Contract # R191102 Price includes Delivery, Setup, Netorking and Training Also includes shipping all of the old equipment back to the lease company at No Charge to the city Please see attached sheets for equipment breakdown Subtotal Sales Tax Amount Due $ 1,152.17 Delivery Date Comments/Special Instructions Delivery Time Delivery Instructions $ 117.52 $ 1,269.69 Customer acknowledges by its signature that it has read and understands it and that it constitutes the entire Electronic Business Machines, with respect to hardware, supply, media, or documentation furnished or parties including all oral or written proposals. By executing this agreement, I acknowledge that I have of customer. In the case of this being a demo. You are allotted 1,000 B&W and 1,000 Color copies. Overages fee if paying for equipment by credit card. ustomer Acceptance agreement, understandings, and representations, express or implied, between customer and to be furnished hereunder and that this agreement supersedes all prior communications between the read and understand this agreement and certify that I am authorized to execute this agreement on behalf will be charged at .03 for B&W and .15 for color. There will be a 3% credit card processing Electronic Business Machines Acceptance Authorized Signature 8/9/2024 Manager's Signature 8/9/2024 Printed Name Title Date Printed Name Title Date 59 Confidential Proposal between City of Tukwila & EBM RECOMMENDATION FOR ASCC Clerks QTY DESCRIPTION 1 Kyocera 8353ci — 80 B&W 70 Color ppm 1 ESP Surge Protector 20 Amp 1 PinPoint 3 Scan 1 Keyboard Holder 10 Keyboard Tray Kit 1 USB Keyboard 1 DF-7110 4,000 Sheet Finisher (65 Sheet Staple) 1 PF-7120 3,000 Sheet Large Capacity Side Tray - Letter 1 PH-7A Punch Unit for DF-7110 / DF-7130 Lease Payment Lease Months Lease Type $252.07 60 FMV B&W Color Cost Per Page ost Per Pag $0.0065 $.019 - $.039 -$ .069 Buyout Lease Rate Lease Payment Total Payment $4,844.31 $.02037 $98.68 $350.75 I 6u Confidential Proposal between City of Tukwila & EBM RECOMMENDATION FOR FINANCE QTY DESCRIPTION 1 Kyocera 8353ci — 80 B&W 70 Color ppm 1 ESP Surge Protector 20 Amp 1 PinPoint 3 Scan 1 Keyboard Holder 10 Keyboard Tray Kit 1 USB Keyboard 1 DF-7110 4,000 Sheet Finisher (65 Sheet Staple) 1 PF-7120 3,000 Sheet Large Capacity Side Tray - Letter 1 PH-7A Punch Unit for DF-7110 / DF-7130 Lease Payment Lease Months Lease Type $252.07 60 FMV B&W Color Cost Per Page ost Per Pag $0.0065 $.019 - $.039 -$ .069 Buyout Lease Rate Lease Payment Total Payment $4,844.31 $.02037 $98.68 $350.75 Confidential Proposal between City of Tukwila & EBM RECOMMENDATION FOR PW ENGINEERING QTY DESCRIPTION 1 Kyocera TASKalfa 6054ci A3 Color MFP 60ppm B&W/Color 1 DF-7120 - 1,000 Sheet Finisher/Stapler 1 DP-7160 - 320 Sheet Single Pass Document Feeder 1 ESP Surge Protector 15 Amp 1 Keyboard Tray Kit 1 PF-7150 - Dual 1,500 Sheet Trays 1 PH-7A - Punch Unit for DF-7120 / DF-7140 1 UG-37 Speed License Upgrade to 50ppm 1 USB Keyboard 89 Key 1 PinPoint 3 Scan Lease Payment Lease Months Lease Type $179.23 60 FMV B&W Cost Per Page Color Cost Per Page $0.0085 $.019 - $.039 -$ .069 Buyout Lease Rate Lease Payment Total Payment $3,068.20 $.02037 $62.50 $241.72 I 6z Confidential Proposal between City of Tukwila & EBM RECOMMENDATION FOR PRTCC QTY DESCRIPTION 1 Kyocera TASKalfa 5054ci A3 Color MFP 50ppm B&W/Color 1 DF-7120 - 1,000 Sheet Finisher/Stapler 1 DP-7160 - 320 Sheet Single Pass Document Feeder 1 ESP Surge Protector 15 Amp 1 Keyboard Tray Kit 1 PF-7150 - Dual 1,500 Sheet Trays 1 PH-7A - Punch Unit for DF-7120 / DF-7140 1 UG-37 Speed License Upgrade to 50ppm 1 USB Keyboard 89 Key 1 PinPoint 3 Scan Lease Payment Lease Months Lease Type $154.24 60 FMV B&W Cost Per Page Color Cost Per Page $0.0088 $.019 - $.039 -$ .069 Buyout Lease Rate Lease Payment Total Payment $2,685.79 $.02037 $54.70 $208.95 I 64 City of Tukwila City Council Finance & Governance Committee Meeting Minutes August26, 2024 - 5:30 p.m. - Hybrid Meeting; Hazelnut Conference Room & MS Teams Councilmembers Present: De'Sean Quinn, Chair; Tosh Sharp, Jovita McConnell Staff Present: I. BUSINESS AGENDA Tony Cullerton, Brandon Miles, David Rosen, Mike Marcum A. Ordinance: Park & Fire Impact Fees Staff is seeking approval of an ordinance to update the Fire and Park Impact Fee schedules for 2025 to include revised rate structures reflecting current economic conditions. Committee Recommendation Unanimous approval. Forward to September 16, 2024 Regular Consent Agenda. B. Lease Agreement: City Copiers Staff is seeking approval of a new 60-month equipment lease not to exceed $77,000 for copiers *in Finance, City Clerk, Tukwila Community Center, and Public Works. Committee Recommendation Unanimous approval. Forward to September 16, 2024 Regular Consent Agenda. C. General Fund Expenditure Report - July 2024 Staff presented the report. Item(s) for follow-up: Provide additional detail regarding animal control billing. Committee Recommendation Discussion only. MISCELLANEOUS The meeting adjourned at 6:04 p.m. DQ Committee Chair Approval 65