HomeMy WebLinkAbout17-Finance ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Barbara Pachon Subject: Resolution of the Mayor and Common
Director of Finance Council Exempting the Acquisition of
Supplies, Material or Equipment from
Dept: Finance Department the Formal Contract Procedures of the
San Bernardino Municipal Code, and
Date: September 26, 2006 Authorizing the Purchasing Manager to
Award An Annual Purchase Order, with
Four single year renewal provisions, to
Xerox Corporation for Print Shop
Equipment, Maintenance and Copier
Supplies.
Synopsis of Previous Council action:
Recommended motion:
Adopt Resolution.
x� r�
Signature
Contact person: Barbara Pachon, Director of Finance Phone : ext. 5242
Supporting data attached: Ward: N/A
FUNDING REQUIREMENTS: Amount: $70,000
Source: (Acct.No.) 621-123-5172-0000
(Acct.Description)
/ Finance:
Council Notes:, /�l.j c : ' U'l�
Xtem No. 1
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subject:
Resolution of the Mayor and Common Council Exempting the Acquisition of Supplies,
Material or Equipment from the Formal Contract Procedures of the San Bernardino Municipal
Code, and Authorizing the Purchasing Manager to award an Annual Purchase Order,with four
single year renewal provisions, to Xerox Corporation for Print Shop Xerox Equipment,
Maintenance and Copier Supplies.
Background:
In Fiscal year 1999/00, Council Resolution 1999-221 authorized the purchase of a Xerox
replacement Print Shop copier and printing equipment (automatic stapler/folder and scanner)
and a Xerox equipment maintenance Purchase Order.
Since Xerox is the manufacturer of the copier they are the best providers of maintenance and
copier supplies for its equipment. These maintenance and copier supply costs are billed by
Xerox through a combination of base monthly charges and per copy charges. Xerox typically
adjusts these charges on an annual basis, with increases generally quoted at less than five
percent.
Staff is requesting approval to issue an annual purchase order to Xerox beginning in FY 2006-
2007 in an amount not to exceed $70,000 per year for the annual maintenance and supply
costs for the Xerox printer in the Print Shop. It is anticipated that the Print Shop Xerox copier
will last an additional five years so it is also being requested that four single year renewal
options be approved. The future year renewal options shall be contingent upon funds being
appropriated into the Print Shop budget and that the Print Shop copier remains economical to
operate each year.
This acquisition of services, supplies and materials is authorized pursuant to Section
3.040.010, subdivision 13.3. of the San Bernardino Municipal Code.
Financial Impact:
The estimated annual cost of the maintenance and copier supplies will be less than $70,000
per year. The Print Shop has included funds for this item in the FY 06/07 budget. There will
be no additional financial impact to the budget from the execution of this Annual Purchase
Order.
Recommended Motion:
Adopt Resolution.
RESOLUTION NO. COPY
1
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL EXEMPTING THE
ACQUISITION OF SUPPLIES, MATERIAL OR EQUIPMENT FROM THE FORMAL
3 CONTRACT PROCEDURES OF THE SAN BERNARDINO MUNICIPAL CODE, AND
AUTHORIZING THE PURCHASING MANAGER TO AWARD AN ANNUAL
4 PURCHASE ORDER, WITH FOUR SINGLE YEAR RENEWAL PROVISIONS, TO
5 XEROX CORPORATION FOR PRINT SHOP XEROX EQUIPMENT, MAINTENANCE
AND COPIER SUPPLIES.
6
7 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
8
9 SECTION 1. That the acquisition of services, supplies and materials described below is
10 hereby exempted from the Formal Contract Procedures of Section 3.040.070 of the San
11 Bernardino Municipal Code ("Code") pursuant to Section 3.040.010, subdivision B.3.,
12 authorizing the acquisition of supplies, material or equipment approved by the Mayor and
13
Common Council.
14
15 SECTION 2. The Purchasing Manager is hereby authorized to issue an Annual Purchase
16 Order, in an amount not to exceed $70,000 for FY 06-07 and each of four single year
17 renewal options to Xerox. Future year renewal options shall be contingent upon funds
18 being approved in the City's budget for this service and that the Xerox copier in the Print
19
Shop remains economical to operate each year.
20
21 SECTION 3. The authorization to execute the above referenced purchase order is
22 rescinded if it is not issued within sixty(60) days of the passage of this resolution.
23
24
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL EXEMPTING THE
1 ACQUISITION OF SUPPLIES, MATERIAL OR EQUIPMENT FROM THE FORMAL
CONTRACT PROCEDURES OF THE SAN BERNARDINO MUNICIPAL CODE, AND
2 AUTHORIZING THE PURCHASING MANAGER TO AWARD AN ANNUAL
PURCHASE ORDER, WITH FOUR SINGLE YEAR RENEWAL PROVISIONS, TO
3 XEROX CORPORATION FOR PRINT SHOP XEROX EQUIPMENT, MAINTENANCE
4 AND COPIER SUPPLIES.
5
1 HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
6
7 Common Council of the City of San Bernardino at a meeting thereof,
8 held on the day of , 2006, by the following vote, to wit:
9 COUNCILMEMBERS AYES NAYS ABSTAIN ABSTAIN
10 ESTRADA
11
BAXTER
12
13 VACANT
14 DERRY
15 KELLEY
16 JOHNSON
17 MC CAMMACK
18
19
20 Rachel Clark, City Clerk
21
22 The foregoing resolution is hereby approved this day of ,
2006.
23
24 Patrick J. Morris, Mayor
City of San Bernardino
25 Approved as to form:
26
27 JAMES F. PENMAN
City Attorney
28
BY:
T— _ Z