REPORT TO COUNCIL
SUBJECT
Title
Authorize the Issuance of Purchase Orders to Canon Financial Services, Inc. and Canon Solutions of America, Inc. for the Lease and Maintenance of Multifunction Devices (MFDs) (F19-045)
Report
REPORT IN BRIEF
Approval is requested for the issuance of a three-year blanket purchase order to Canon Financial Services, Inc. of Mount Laurel, NJ for the lease of MFDs citywide in an amount not to exceed $300,367 and a purchase order to Canon Solutions of America, Inc. of Burlington, NJ in an amount not to exceed $138,829 for the three-year maintenance costs of MFDs as required by the City.
EXISTING POLICY
Pursuant to Section 2.08.040 of the Sunnyvale Municipal Code (SMC), City Council approval is required for contracts for the procurement of goods and services exceeding $100,000 in any one transaction.
Further, SMC Section 2.08.220(a) authorizes the purchasing officer to direct the City's participation with one or more governmental, public or quasi-public agencies in a cooperative agreement for the procurement of goods and/or services, provided that at least one of the agencies has solicited bids and SMC Section 2.08.070 (b)(8) authorizes an exemption from competitive bidding when utilizing a cooperative agreement.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a "project" within the meaning of the California Environmental Quality Act ("CEQA") pursuant to CEQA Guidelines section 15378(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
DISCUSSION
MFDs are all-in-one printers, copiers, and scanners that accommodate multiple paper sizes and additional office functions such as records management and e-faxing.
For the past ten years, the City has leased MFDs as the most effective solution for the City's document printing, copying, and scanning needs. This has benefitted the City because MFDs consume l...
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