HomeMy WebLinkAbout11- Finance CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
coo PI) 7
FROM: BARBARA PACHON, Subject: PRINT SHOP: INCREASE
DIRECTOR OF FINANCE ANNUAL MAINTENANCE
PURCHASE ORDER ON
XEROX 5090 COPIER
DEPT: FINANCE/PURCHASING DIVISION
DATE: OCTOBER 30, 1997
Synopsis of Previous Council action:
None NOV 17 1997
Recommended motion:
Adopt Resolution.
,S 'gnature
Contact person: John P. Murphy, Purchasing Manager Phone: x5086
Supporting data attached: Ward:
Funding Requirements: Amount: $20,000.00
Source: 621-123-5172
Finance:'
Council Notes:
Agenda Item No. /
Continued to �i:'Z/�S��'J M 1/�n
STAFF REPORT
SUBJECT
FY 1997-1998 maintenance contract for Print Shop's Xerox 5090 copier.
BACKGROUND
The lease purchase on the Print Shop's Xerox 5090 Copier was completed in FY
1997. Throughout the duration of the lease purchase, the City was required to
have Xerox provide maintenance for the copier per the specifications of the lease
purchase agreement. However, the lease purchase is now paid in full and the City
is contractually free to work with another maintenance vendor. The only other
known vendor is Kodak. However, they have no local experience with this type of
machine. Due to Kodak's lack of local experience, and the fact that this machine
is seven years old and at the end of its economic life, staff does not recommend
experimenting with new sources.
Staff has also discussed options with Xerox and as a result, Xerox has proposed a
less expensive run length maintenance plan based on the actual number of copies
generated in a year. The cost of this maintenance agreement, based on current
usage levels, is $40,000 annually. Prior to this maintenance agreement, the cost of
a flat maintenance agreement with Xerox was approximately $50,000. While
staff explored options with Kodak and Xerox, a purchase order for six months of
maintenance was issued to Xerox at the beginning of the fiscal year in the amount
of$20,000. Council approval is required to extend the contract to twelve months.
This copier is more than seven years old and at the end of its economic life. The
maintenance call frequency of newer equipment is 1.5 calls per month; this
machine averages three calls per month. Additionally, this is the last machine of
its type that Xerox maintains in this area. Next year's Print Shop budget request
will include the replacement of this machine.
RECOMMENDATION
That the Mayor and Council authorize the Purchasing Manager to increase
Purchase order 991389 by $20,000, from $20,000 to $40,000 to provide copier
maintenance for Print Shop's Xerox 5090 copier.
1 RESOLUTION NO.
2 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE INCREASE
OF $20, 000 ON PURCHASE ORDER #991389 TO XEROX CORPORATION.
3 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
4 SAN BERNARDINO AS FOLLOWS:
5 SECTION 1. The Mayor and Common Council of the City of San
6 Bernardino do hereby approve the increase of $20, 000 on Purchase
7 Order #991389. This increase will provide for maintenance on the
8 Print Shop Xerox 5090 copier for the rest of the fiscal year.
9 SECTION 2 . It is hereby found and determined that the Xerox
10 5090 copier will be used by the Print Shop and will therefore
11 require maintenance for the remainder of the fiscal year. The
12 Purchasing Manager is directed to increase subject Purchase Order
13 to facilitate the required annual maintenance.
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15 I HEREBY CERTIFY that the foregoing resolution was duly
16 adopted by the Mayor and Common Council of the City of San
17 Bernardino at a meeting thereof, held on the
18 day of , 1997, by the
19 following vote, to wit:
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1 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE INCREASE
OF $20, 000 ON PURCHASE ORDER #991389 TO XEROX CORPORATION.
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3 COUNCIL MEMBERS AYES NAYS ABSTAIN ABSENT
4 NEGRETE
5 CURLIN
6 ARIAS
7 OBERHELMAN
8 DEVLIN
9 ANDERSON
to MILLER
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12 CITY CLERK
13 The foregoing resolution is hereby approved this day
of , 1996.
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16 Tom Minor, Mayor
City of San Bernardino
17 Approved as to form
18 and legal content:
19 JAMES F. PENMAN
City Attorney
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21 By:
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