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Home My WebLink AboutSupplemental Questions from Mayor Thomas MooreGloria Harper From: Patrick Gallegos Sent: Tuesday, November 12, 2019 4:02 PM To: Executive Team Cc: Council Members; Craig Steele (csteele@rwglaw.com) Subject: Council Question BCC: CITY COUNCIL Good afternoon, Below are responses to Mayor Moore's questions regarding the copier/printer contract (in red): For Item C, I understand there is some additional need in the Police Department for PRA requests, etc. Could you help me understand why we need to print / make copies vs. delivering electronic data? 1) Do we need 22 printer copiers when we are printing less and moving towards electronic materials? As you know, the City's Clerk's office, Police Department and the other City departments do their best to provide electronic docs when feasible and we are always looking for paperless solutions when economically viable and especially if it will ultimately make us more efficient. Based on our findings, specifically on how departments utilize hard copies vs. electronic, specifically from a productivity, logistics, and customer service standpoints, we believe the recommendation to have the number of machines being proposed is operationally necessary at this time. However, this does not mean the city is disinterested in future paperless solutions (especially records management solutions). We are always actively in pursuit of solutions that will result in cost savings while increasing productivity. Additionally, the Chief, Commanders, and executive staff, and individuals in positions with access to sensitive documents, have access to dedicated, non -networked printers in their offices. This is done to ensure that sensitive documents remain in their offices and are not inadvertently distributed. 2) Have we looked at "networked" printer/copiers where people share the same device in a given area? We have networked printer/copiers right now, but not all. This agreement will put all of our copiers/printers on the network where we can then more accurately check our paper count and make more informed decisions (from a data standpoint) as to where these networked devices will make sense financially and logistically. 3) Can you respond to the comments on Item C regarding buying vs. leasing and how buying may save $55K? The Finance Charge over a Five Year Term equates to $17,182.07. It is noted on the Lease Agreement Attachment 1 - - Lease Payment Schedule page 2. The Lease Payment of $4,611.73 is made up of the following components: Sale Price of the Equipment $146,339.19 Tax 13,201.88 Finance Charges 17,182.07 These 3 components equate to a lease payment of $3,049.45 per month. We included the Service Agreement to be billed with the Lease Payment to include all service calls, Parts, Labor, and Consumables for 53,500 Black and 15,700 Color impressions for $1,562.28. The monthly lease and service payment is $4,611.73 ($3049.45 + 1,562.28) The outright sale cost of the equipment is $146,339.19 Plus sales tax Plus Monthly Service and Supply cost $1,562.28 There's also the ancillary costs, if we were to purchase outright (instead of leasing) devices - - that is, staff would need to manage the upkeep of printers more closely including repairs and the purchasing and changing of ink and other consumables. Lastly, buying these printers outright would save us the fees associated with financing. Assuming the equipment is apples to apples, buying our own equipment would allow us to more competitively shop for printers. However, it is not unusual for a city/corporations to lease printers. We benefit from the maintenance and service associated with leasing. We can quickly swap out and upgrade printers, while having the option of returning old, failing printers. Additionally, Seal Beach does not have the IT resources to manage and maintain 30+ printers. It would be very challenging to invest internal resources to manage and replace printers. Please let me know if you have any additional questions. Thanks, Patrick Gallegos, Assistant City Manager City of Seal Beach - 211 Eighth Street, Seal Beach, CA 90740 (562) 431-2527 Ext. 1308 !. %: �f C1400SE CIVILITY Civility Principles: 1. Treat everyone courteously; 2. Listen to others respectfully; 3. Exercise self-control; 4. Give open-minded consideration to all viewpoints; 5. Focus on the issues and avoid personalizing debate; and, 6. Embrace respectful disagreement and dissent as democratic rights forging sound decisions. inherent components of an inclusive public process, and tools for For Information about Seal Beach, please see our city website: www.sealbeachca.gov NOTICE: This communication may contain privileged or other confidential information. If you are not the intended recipient of this communication, or an employee or agent responsible for delivering this communication to the intended recipient, please advise the sender by reply email and immediately delete the message and any attachments without copying or disclosing the contents. Thank you. -----Original Message ----- From: Thomas Moore Sent: Tuesday, November 12, 2019 7:43 AM To: Jill Ingram; Patrick Gallegos Subject: questions on Item C and D Good morning Jill/Patrick- For Item C, I understand there is some additional need in the Police Department for PRA requests, etc. Could you help me understand why we need to print / make copies vs. delivering electronic data? 1) Do we need 22 printer copiers when we are printing less and moving towards electronic materials? 2) Have we looked at "networked" printer/copiers where people share the same device in a given area? 3) Can you respond to the comments on Item C regarding buying vs. leasing and how buying may save $550 Sincerely, Tom Thomas Moore Mayor City of Seal Beach - 211 Eighth Street, Seal Beach, CA 90740 (562) 431-2527 x1502 Civility Principles: 1. Treat everyone courteously; 2. Listen to others respectfully; 3. Exercise self-control; 4. Give open-minded consideration to all viewpoints; 5. Focus on the issues and avoid personalizing debate; and, 6. Embrace respectful disagreement and dissent as democratic rights, inherent components of an inclusive public process, and tools for forging sound decisions. For Information about Seal Beach, please see our city website: http://www.sealbeachca.gov NOTICE: This communication may contain privileged or other confidential information. If you are not the intended recipient of this communication, or an employee or agent responsible for delivering this communication to the intended recipient, please advise the sender by reply email and immediately delete the message and any attachments without copying or disclosing the contents. Thank you. Gloria Harper From: Patrick Gallegos Sent: Tuesday, November 12, 2019 4:20 PM To: Executive Team Cc: Council Members; Craig Steele (csteele@rwglaw.com); Darcelle Bradley Subject: Council Question BCC: CITY COUNCIL Good evening, Below is a response to Mayor Moore's questions related to Item D (see in red below). Thanks, Patrick Gallegos, Assistant City Manager City of Seal Beach - 211 Eighth Street, Seal Beach, CA 90740 (562) 431-2527 Ext. 1308 Civility Principles: 1. Treat everyone courteously; 2. Listen to others respectfully; 3. Exercise self-control, 4. Give open-minded consideration to all viewpoints; 5. Focus on the issues and avoid personalizing debate, and, 6. Embrace respectful disagreement and dissent as democratic rights, inherent components of an inclusive public process, and tools for forging sound decisions. For Information about Seal Beach, please see our city website: www.sealbeachca.gov NOTICE: This communication may contain privileged or other confidential information. If you are not the intended recipient of this communication, or an employee or agent responsible for delivering this communication to the intended recipient, please advise the sender by reply email and immediately delete the message and any attachments without copying or disclosing the contents. Thank you. -----Original Message ----- From: Thomas Moore Sent: Tuesday, November 12, 2019 7:43 AM To: Jill Ingram; Patrick Gallegos Subject: questions on Item C and D For Item D, 1) Was the intent of the contract be modified to also include a quote for renovation vs. rebuilding? Can we verify this? If rehabilitation can meet the Lifeguard/Marine Safety current/future needs, while considering structural integrity and other regulatory considerations, then that would be considered as one of the options to evaluate. At that point, there would be further consideration on which option would be more economical as well. Thank you! Sincerely, Tom Thomas Moore Mayor City of Seal Beach - 211 Eighth Street, Seal Beach, CA 90740 (562) 431-2527 x1502