HomeMy WebLinkAbout16- Finance t
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Barbara Pachon, Finance Subject: Resolution authorizing the
Director execution of an Annual Purchase Order
I with three option year renewals to Xerox
Dept: Finance OR i �A L for Print Shop copier maintenance and
supplies for FY 00/01.
Date: 8/7/00
Synopsis of Previous Council Action:
Council Resolution No. 99-221 authorizing replacement of Print Shop Equipment, and
awarding an annual Purchase Order to Xerox for maintenance of Xerox equipment.
Recommended motion:
Adopt Resolution.
Signature
Contact person: Barbara Pachon, Director of Finance Phone: 5242
Supporting data attached:
Ward:
FUNDING REQUIREMENTS: Amount: $52,000
Source: 621-123-5172-0000
Finance:
Council Notes:
Agenda item No. /(p
STAFF REPORT
SUBJECT:
Resolution authorizing the execution of an Annual Purchase Order with three option year
renewals to Xerox for Print Shop Xerox equipment maintenance and color copier supplies.
BACKGROUND:
In Fiscal Year 1999/00, Council Resolution 1999-221 authorized the purchase of replacement
Print Shop copier and printing equipment, and a Xerox equipment maintenance Purchase Order
effective September 1999 through June 30, 2000. The new Xerox copier equipment consisted of
a Xerox 5800 high speed copier, a Xerox DT 65 digital copier, a Xerox 5750 color copier, and
related peripheral equipment and software.
Xerox is the sole source provider of maintenance and color copier supplies for this equipment.
These maintenance and color copier supplies 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 five percent or less. Preliminary information from
Xerox indicates the overall increase for FY 2000/2001 will be well below five percent.
Fiscal Year 1999/2000 maintenance costs for the new Xerox Print Shop equipment totaled
$34,716.56, and covered ten (10) full months of operation. Due to anticipated increases in Print
Shop copying jobs of ten (10) percent for black & white copying, and fifty (50) percent for color
copying, and based on twelve (12) full months of operation, estimated maintenance and color
copier supplies costs for Xerox Print Shop equipment for Fiscal Year 2000/2001 total
$52,000.00.
FINANCIAL IMPACT:
The estimated cost of this maintenance and color copier supplies Purchase Order is $52,000 for
FY 00/01. The Print Shop has included funds for this items in the FY 00/01 budget. There will be
no additional financial impact to the budget beyond the projected $52,000 from the execution of
this Annual Purchase Order.
RECOMMENDED MOTIONS:
Adopt Resolution authorizing the execution of an Annual Purchase Order effective July 1, 2000
through June 30, 2001, with 3 option year renewals, to Xerox for Print Shop Xerox equipment
maintenance and supplies.
1
R ,
t
1 Resolution No.
2
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
3 PURCHASING MANAGER TO AWARD AN ANNUAL PURCHASE ORDER, WITH
THREE SINGLE YEAR RENEWAL OPTIONS, TO XEROX FOR PRINT SHOP
4 XEROX EQUIPMENT MAINTENANCE AND COLOR COPIER SUPPLIES.
I
5 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
6
7 SECTION 1. That Xerox is the sole source for Print Shop Xerox equipment maintenance and
g color copier supplies. Pursuant to this determination, the Purchasing Manager is hereby
9 authorized to issue an Annual Purchase Order, in an amount not to exceed $52,000, with three
10 single year renewal options, to Xerox for Fiscal Year 2000/2001 for Print Shop Xerox
11 equipment maintenance and color copier supplies, effective July 1, 2000 through June 30,
12
13 2001. Future year renewal options shall be contingent upon funds being approved in the City's
14 budget for this service.
15 SECTION 2. The authorization to execute the above referenced is rescinded if it is not issued
16 within sixty(60) days of the passage of this resolution.
17
18
19
20
21
22
23
24
25
26
27
28
� 0 ;
F /7X�D
f
1 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
2 PURCHASING MANAGER TO AWARD AN ANNUAL PURCHASE ORDER, WITH
THREE SINGLE YEAR RENEWAL OPTIONS, TO XEROX FOR PRINT SHOP
3 XEROX EQUIPMENT MAINTENANCE AND COLOR COPIER SUPPLIES.
4
5 I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
6 Common Council of the City of San Bernardino at a meeting thereof, held on
7 the day of 2000, by the following vote,to wit:
8
Council Members: Ayes T Abstain Absent
9
ESTRADA
10
LIEN
11
12 McGINNIS
13 SCHNETZ
14 SUAREZ
15 ANDERSON
16 MCCAMMACK
17
18
19 City Clerk
20 The foregoing resolution is hereby approved this day of
21 , 2000.
22
23 Judith Valles, Mayor
City of San Bernardino
24 Approved as to form and legal content:
25 James F. Penman, City Attorney
26 BY:
21
28