Title
MOTION TO APPROVE THE PURCHASE AND MAINTENANCE OF ONE (1) RISO FT5230 INKJET PRINTER FROM TOSHIBA BUSINESS SOLUTIONS IN AN AMOUNT NOT TO EXCEED $25,094, UTILIZING PRICING ESTABLISHED BY THE SOURCEWELL CONTRACT # 112124, PURSUANT TO SECTION 35.18(C)(6) OF THE CITY’S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinance is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is titled "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18 (C)(6) states that “Cooperative purchasing plans are exempt from this section.”
- Section 35.21 of the City's Code of Ordinances is titled "AWARD OF CONTRACT."
- Section 35.21(A) of the City's Code of Ordinances is titled "City Commission approval.
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. The City of Pembroke Pines Utilities Department, Customer Service Division, requests authorization to purchase one (1) RISO FT5230 inkjet printer to replace the existing RISO 7150. The current machine has exceeded its useful life, and Toshiba will no longer cover it under the existing maintenance agreement.
2. The requested RISO FT5230 inkjet printer is essential for large departmental mailings that require color printing, including door hanger notifications, notices on City letterhead, and envelope printing. In addition, many of these print jobs require duplex printing on heavy-grade paper, which standard office printers are not equipped to handle.
3. On January 9, 2025, Sourcewell entered into Master Agreement #112124 “Copiers, Printers, and Multi-Function Devices with Related Supplies, Accessories, and Services” with the Supplier: RISO, Inc. which is effective until January 10, 2029, with the option of three (3) additional one-year extensions.
4. Sourcewell is a State of Minnesota local government agency and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that facilitates a competitive public solicitation and contract award process for the benefit of its 50,000+ members across the United States and Canada. Sourcewell’s solicitation process complies with Minnesota law and policies, and results in cooperative contracting solutions from which Sourcewell’s members procure equipment, products, and services.
5. RISO, Inc’s Authorized Dealers in South Florida are:
Canon Solutions America, Inc. - Miami, Florida
Toshiba America Business Solutions, Inc.
Adams Remco, Inc. - does not service RISO FT5230 Inkjet Printer
Total Office Technologies of Florida LLC.
J.M. Todd, Inc. - does not service the Florida East Coast
6. The Procurement Department requested quotes for the RISO FT5230. Only three (3) of authorized dealers mentioned above service the requested machine and the region of South Florida.
7. Below is a breakdown of the printer fees and estimated annual maintenance fees.
|
|
Toshiba |
Canon |
Total Office |
|
RISO FT3250 Inkjet Printer |
$24,990.00 |
$26,750.00 |
$30,027.77 |
|
Monthly Maintenance Fees |
$0.00 |
$160.00 |
$0.00 |
|
Maintenance Cost per Print |
0.00325 |
0.00225 |
0.002 |
|
Estimated Maintenance Cost |
|
|
|
|
of 32,000 Annual Impressions |
$104.00 |
$72.00 |
$64.00 |
|
Total |
$25,094.00 |
$26,982.00 |
$30,091.77 |
Toshiba Business Solutions supplied the lowest overall quote. The total cost of the Riso FT5230 includes the cost of the printer, the annual cost of the monthly maintenance fees, and the estimated annual maintenance fee per print, for an estimated 32,000 impressions per year. The cost per print maintenance fee includes parts, labor, and service calls but excludes the cost for ink and paper.
Toshiba is including one set of ink with the purchase of the new machine. Per the usage of the existing RISO 7150, a set of ink typically lasts over a year.
8. Recommend City Commission approve the purchase and maintenance of one (1) RISO FT5230 Inkjet Printer from Toshiba Business Solutions in an amount not to exceed $25,094, utilizing pricing established by the Sourcewell Contract # 112124, pursuant to Section 35.18(C)(6) of the City’s Code of Ordinances.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $25,094
b) Amount budgeted for this item in Account No: Funds are budgeted in Account no. 471-536-6010-664400-0000-000-0000- (Other Equipment) and 471-536-6010-546800-0000-000-0000- Maintenance Contract
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project
|
|
Current FY |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
|
Revenues |
|
|
|
|
|
|
Expenditures |
$25,094 |
$1,001 |
$1,001 |
$1,001 |
$1,001 |
|
Net Cost |
$25,094 |
$1,001 |
$1,001 |
$1,001 |
$1,001 |
e) Detail of additional staff requirements: Not Applicable.
FEASIBILITY REVIEW:
A feasibility review is required for the award, renewal and/or expiration of all function sourcing contracts. This analysis is to determine the financial effectiveness of function sourcing services.
a) Was a Feasibility Review/Cost Analysis of Out-Sourcing vs. In-House Labor Conducted for this service? Not Applicable.
b) If Yes, what is the total cost or total savings of utilizing Out-Sourcing vs. In-House Labor for this service? Not Applicable.