Garden City Council OKs 5-year, $39,836-per-year copier lease with Toshiba
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Summary
The Garden City City Council approved a 60-month lease with Toshiba America Business Solutions for citywide copiers, upgrading 13 of 16 machines and holding quarterly payments steady under cooperative purchasing terms through Omnia Partners.
Garden City Mayor Jacobs and the city council on Monday approved a 60-month agreement with Toshiba America Business Solutions for citywide copier services, with quarterly billing not to exceed $9,959 and an annual cost not to exceed $39,836.
City staff presented the proposal, saying the contract would replace 13 of the citys 16 copiers while keeping three lower-use machines in place under the same service agreement. "Toshiba was the top scoring on the rubric and was awarded the contract," City staff member Mr. Smith said, explaining the city used the Omnia Partners cooperative to solicit and evaluate bids. "That's why I recommend approval of a 60 month 5 year agreement with Toshiba this evening," he added.
Mr. Smith told councilmembers the current contract expires in April and noted that the new agreement keeps quarterly payments at the same level as the previous five-year contract. He said using the Omnia Partners cooperative allowed the city to rely on a scored rubric that considered reputation, service and long-term costs rather than price alone.
Councilmember King moved to approve the contract, citing the procurement process and the operational benefits of minimizing staff IT time because the new machines use the same print drivers. Councilmember Kara Fotis asked for clarification about how the cost would be allocated across departmental GL account numbers; Mr. Smith replied that the total fiscal-year impact is divided among departments and therefore multiple GL numbers appear on the quarterly statement.
The council approved the motion 6-0.
What the contract covers: the staff presentation said Toshiba will swap in new machines, maintain on-site repairs, and keep the software/driver setup consistent to reduce training and IT work. The packet shows the city currently operates 16 machines citywide and plans to upgrade the 13 highest-use units under the new agreement.
Next steps: The signed agreement will move forward per city procurement procedures and staff will coordinate installation with departments.
