Legislative Public Meetings

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File #: 22-0611   
Type: Report to Council Status: Consent Calendar
Meeting Body: City Council
On agenda: 9/13/2022
Title: Authorize Amending an Existing Contract Purchase Agreement with Canon Financial Services, Inc. for the Lease of Multi-Function Devices (F22-159) to Extend the Term and Increase the Amount
REPORT TO COUNCIL

SUBJECT
Title
Authorize Amending an Existing Contract Purchase Agreement with Canon Financial Services, Inc. for the Lease of Multi-Function Devices (F22-159) to Extend the Term and Increase the Amount

Report
REPORT IN BRIEF
Approval is requested to amend an existing contract purchase agreement, initially issued as a purchase order, with Canon Financial Services, Inc. of Mount Laurel, NJ for the lease and purchase of multi-function devices citywide, increasing the not-to-exceed amount by $41,000 for a new not-to-exceed amount of $341,367. Approval is also requested for a contingency in the amount of $2,000.

EXISTING POLICY
Pursuant to Section 2.08.040(d) of the Sunnyvale Municipal Code, Council approval is required for the procurement of goods and/or services greater than $250,000 in any one transaction.

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(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.

BACKGROUND AND DISCUSSION
The Information Technology Department (ITD) manages the lease of multi-function devices (MFD) for use throughout the City. MFDs are utilized to consolidate printing, scanning and copying into one piece of equipment while reducing the need for stand-alone printers and the cost on toner and maintenance. All departments have a primary MFD with access to these features.

In 2019, the City issued a three-year purchase order to Canon Financial Services, Inc. for the lease of MFDs (RTC No. 19-0196). During the term of the lease agreement, and in consideration of the new Civic Center, it became necessary to lease an additional piece of equipment for department use. The additional equipment resulted in an increase to the overall lease amount and the need to extend the duration of the ...

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