Submitted By
Steve Drazner, CFO
Reviewed By
A.M. Zayyad, Deputy Village Manager
Agenda Item Title
Title
A Resolution Approving a Three-Year Lease and Maintenance Agreement with Canon Solutions America for Copier Equipment at a Cumulative Three-Year Not to Exceed Cost of $102,000 and Authorizing Execution of the Agreement
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Overview
Overview
The Village's existing three-year lease agreement with Xerox Financial Services (XFS) and corresponding maintenance agreement with COTG is scheduled to expire the last week of May 2023. All seventeen copiers under this lease in our possession must be returned to XFS on or soon after this date.
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Recommendation
Recommendation
Adopt the Resolution.
Background
In anticipation of the approaching lease end date with Xerox Financial Services, a request for proposal was prepared for the replacement of existing leased copier equipment (seventeen in total) with comparable equipment. The RFP was directly distributed to qualified vendors as well as placed on the Village's website and Demand Star. There was a strong interest in this RFP and a total of ten proposals were received from the following vendors:
Dealer/Vendor Brand Sold
1) Marco Technologies LLC Sharp
2) Toshiba America Business Solutions Toshiba
3) Canon Solutions America Canon
4) Xerox Business Solutions Xerox
5) Sharp Business Systems Sharp
6) Gordon Flesch Company Canon
7) DCS/Regal Business Machines Konica
8) ImageTec LP HP
9) Konica Minolta Business Solutions Konica
10) Ricoh USA Ricoh
Each proposal was thoroughly reviewed by staff and rated in such areas as cost, vendor responsiveness, brand reputation, references, and company size. Based on these variables, the evaluation team narrowed down the proposers to the following three finalists:
1) Xerox Business Solutions (incumbent)
2) Gordon Flesch (canon dealer)
3) Canon Solutions America
Please be aware that while cost was one of the more important variables being evalu...
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