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HomeMy WebLinkAbout1986-339 1 2 RESOLUTION NO. 86-339 RESOLUTION OF THE CITY OF SAN BERNARDINO APPROVING THE 3 EXECUTION OF AN INSTALLMENT PURCHASE AGREEMENT WITH XEROX CORPORATION WHEREBY THE CITY OF SAN BERNARDINO WILL PURCHASE SIX 4 XEROX COPY MACHINES. 5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 6 SECTION 1. The Mayor of the City of San Bernardino is 7 12 13 TWO (2 ) TWO (2 ) ONE (1) ONE (1) XEROX Model 1075 XEROX Model 1050 XEROX Model 1048 XEROX Model 1038; 14 which agreement shall be prepared and approved as to form by the 15 City Attorney. 16 17 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San 18 Bernard ino a t a 19 reqular meeting thereof, he ld on the 19th day of 20 AUGust , 1986, by the following vote, to wit: 21 22 23 24 25 26 27 28 AYES: Council Members Reillv. Marks, Quiel. Frazier, Strickler NAYS: None ABSENT: Council Members Estrada, Hernandez ". '7 " dm/f:1~a~b "City C e k 1 1 The foregoing resolution is hereby approved this -</~ 2 day of AUGust 3 4 5 Approved as to form: //3Ktt) ~#cf 7 C'Hy A torney 6 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 :J2 1''1'" ~ MaYO~f 'the City of Pro Tempore 2 ~~~o <---..... CITV OF SAN BERN. 1DINO - RI!QUEST , R COUNCIL ACTION Aug. 5, 1986 STAFF REPORT In calender year end 1984, the City to update obsolence and provide the ion needs of the City. Half the machine requirements are resolved. The requested action is to complete the pro- gram. replaced eight copy machines, in an ongoing program needed ability to stay abrest of the growing product- Since the remaining machines are 10 to 12 years old it is imperative that we complete the replacement program. The average functional production life is 5 to 7 years. At that time the manufactured item goes into an obsolescence phase. Replacement assures the City of 5 to 7 years life of service support but not much there- after. In todays industry and fast changing state of the art, to consider a machine beyond the service norm is not efficient. A work study survey was conducted to determine the correct machine to staff requirement. The survey concludes the following is our need, : 1. Document preparation and copying of various reports, correspondence, agendas, etc. are wasting too much staff time throughout city hall. 2. Required quality copying and finishing of reports are being taken to other floors because of waiting time, or lack of machine features to do the job on their own floor. 3. The current machines are functionally obsolete, and too small or too slow for the number of employees supported. Replacement criteria has been established to enable the City to gain the most advantageous continuing results: A. Cost, brand of machine, and features which are specific to departmental needs; not features which almost do the job, but we have to adjust to the way the machine works. B. Service cost, response time history, and ability to fix the problem the first time. Local availability of parts. We can't wait 2 or 3 days while they order and receive. C. Expendable supplies cost, actual useful life, buying quantity and quality to achieve cost objective, use guarantee if life protection overrated or defective, compatibility with currently stocked supplies, and the cost effect of lesser quantities, if machines change. The ability to turn in unused quantities, or credit, when machine changes no longer require these items. -1- 75-0264 D. Auditron compatibility; each machine has a mechanical control device which prevents unauthorized users from making copies on city machines. These devices provide accountability for federal, state, and city pro- ject chargebacks, and internal budgeting cost recovery. The city cur- rently has 73 of these control devices in use. E. Ease, and cost, connected with phased upgrades of the present machines, cancelling contracts, and penalties. t.1achines that are easy to use by city employees on a "walk up" basis, without manual ildjustments for document completion, Vlill provide the best efficiency \,ith regard to staff time and involvement. The recommended configurations are summarized by floor as follows: 6. Mayor, City Administrator, Finance, and City Attorney will share this machine with some specialized emergency use by other floors. Recirculating document handler, with ability to turn originals over automatically, as well as copies, without adjustments, and to be able to mix 110 lb. cover stock in package in the same manner. Stapler/finisher to complete sets, with Offset Catch Tray, for staggered set comple- tion without unloading sorter bins. Agendas and reports have sometimes required more sets than bins on unit. This has required the project to have to be done two or three times to get enough completed sets for the required meeting, or confer- ence. More management reports come from this location than any other. 5. Park and Recreation is using a machine with no features. We are recommending the relocation of the present Finance unit to replace the 10 year old machine at this location. 4. Engineering, Streets, Refuse, Traffic, and Risk Management, share this 12 year old machine. Copies are sold over the counter to the public, and the waiting time for use is prohibitive to good public service, or internal efficiency. Plans, Specs., and forrns are copied for public, and contributes to general fund. This unit does not need the finisher, but the same configuration as the sixth floor, reducing portions of maps, cover stock, and multiple, two-sided production of collated sets, and information for Public. 2. City Cl erk is Most of these is justified. recirculating a 1 0 yea)" old responsible for agendas, issues licenses, ordinances, and Resolutions. are fee paid, so the necessity for better response to public demand The recommended unit vlill reduce and enlarge, end provides a document hendler/offset catch tray for multiple sets. Currently using machine now, this location needs more capabilities. '2. Personnel, and varied use by second floor employees, including the City Clerk, utilize this machine. Agoin, being 10 years old, it is obsolete for the multiple set use now required of its users and the public. A recirculating document handler/ offset catch tray configuration, turning over originals, and copies, automatically, the. recommended machine is best suited for two sided forms which are prevalent in personnel. tluch saving of staff time will occur with the ability to make multiple copies without one-at-artime operatjon. Because of public demand, it is more efficient to have the City Clerk and Personnel have their own machines as is the current configuration. COllU1lon Counc il : The Council is currently renting a copier on a three year contract. Charges in the manner in which reports, agendas, and development requests are answered, and acted upon, require that housing and tract map portions be enlarged and/or reduced. Since each project is unique, different packages are assembled, completed, and distributed to the various interested parties, both pro and con, internally, and.by mail. The reconlmendation is to upgrade the present rental unit to one which more readily represents the present and future requirements. Current processes require that council staff constantly travel to other floors to complete reports and packages, often on an emergency basis. The Ilidchine selected again utilizes a t'ecirculating document handler, offset catch troy combination, for best approach to finishing sets. This unit was chosen also because of limited space on Mezzanine for staff and machine. Reduction/enlargement, and selective deletion were configured on this unit because of sensitive "prior knowledge facts" which might jeopardize the objectivity of a proposed report or project. Again, the one-at-a- time capability is not conducive to good results requested by constituents, given the volume of demand of the Council. Purchasi ng: Formal and informal bid packages have risen over 50% since last year. The current pur- chasing staff requires multiple set capability to complete these packages in a more timely manner. We recommend that the present machine be transferred to Police Dispatch in the basement, and upgrade this unit to one more suited to the present purchasing needs. The bid packages contain odd sized sheets, and maps, specifications, etc., which must be reduced and/or enlarged for vendor response. Reducing, and two-sided preparation a 1 so saves mail ing costs, dependi ng on the 5 i ze. of the package, and the number of vendors selected. Summary: As previously stated, the selected machines were compared with the task-oriented require- ments existing within the City, and with service, supply compatability, and the penalties attached with cancelling the currently existing contracts, Economically, and for depart- mental task results, we believe that the recommendati.ons are the best configuration for the present and future needs of the City of San Bernardino. Phase II is the last of the rented machines to be replaced. The lease-purchase will be made utilizing a blanket purchasing agreement (Level III) with the COllnty of Riverside. This allows buying below the regular State and Local Govern~ent pricing structure. A savings of approximately $30,000 will be realized by utilizing this agreement provided that action is taken prior to the August 29 expiration of this agreement. The approximate first year cost (assumin9 an October 1, 1986, delivery date) will be $21,240 This cost will be funded from within existing departmental budgets. Subsequent years funding will be included in the operating budget. The total cost will be $106,538, which is based upon BY,% financing provided by Xerox. .. .. II " u ., .. " .. .. .. .. II 3 .. , , , , :;l .. " ... ~... ... ... ... " ... .. I .... .. .. .. .. .. .. ...c: .. ..." .. .. .. .. u ! .. ..'" .. .. .. .... .. ..." .. .. .. ~ ~ .. ..... "'.. .. '" "'- '" '" '" " . ~ .. ';.~ '" ..... '" CD .. ... .... '" '" .. ... N'" ... N '" ... ~ .. ..... '" N ..... N ..... E+ ..... + + + + + + + + j'" ." ..... on ..... .. 0 '" ..... '" .. a- ,.. '" .....0 ,.. N 0 .... ,.. ..... '" N ..... N ..... .. v> OJ f< ~1 '" ,.. ,.. '" N ... ..... 0 '" c 0 a- CD '" N U on . N on N a- a- 0 .0 ~ CD '" 0 CD 0 .. '" '" ..... ..... .. ." v> .. .. .. .. .. ... ... h N .. Vl ... a a:'" ... .. ~i '" ... '" 0 CD ." ... ~ 0 i .. .. .. ,.. '" .. 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