HomeMy WebLinkAboutAgenda Statement 1987/10/13 Item 6COUNCIL AGENDA STATEMENT
Item 6
Meeting Date 10/13/87
I M TITLE: RESOLUTION~~~ ~/ WAIVING BID REQUIREMENT AND APPROVING RENTAL
AGREEMENT FOR ONE COPIER
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SUBMITTED BY: DIRECTOR OF PUBLIC SAFET~ ~lN (4/5ths Vote: Yes No X )
FINANCE DIRECTOR .~~
REVIEWED BY: CITY MANAGER
The 1987-88 budget provides for replacement of the Xerox Model 5600 copier currently
in use in the Police Support Services Division. Because of high use, this copier has
been experiencing increased breakdowns and maintenance problems. The Police Department
has budgeted for a high volume replacement copier in this fiscal year.
RECOMMENDATION: That Council adopt the resolution waiving the bid requirement and
approve the rental agreement.
BOARDS/COMMISSIONS RECOMMENDATION: Not Applicable.
DISCUSSION:
Section 2.56.070 of the Municipal Code gives the Council the authority to waive the
bidding requirements.
~urrent Model 5600 copier has 12 months remaining under a 60-month lease purchase
a ement. A balance of $6,860 is still due on the Xerox Model 5600. Xerox Corporation
has submitted a proposal fora three year rental plan on their Model 1090 high volume
co ier. The purchase price on this equipment is $85,600 plus $925 monthly, based on
100,000 copies, for a full service maintenance agreement.
The rental plan rate per month is $2,339.48 per month and includes a full service
maintenance for the first 100,000 copies. Copies over 100,000 per month will be
billed at .0084 per copy. Delivery and placement charge is $348.
Xerox's proposal offered a 7% discount off their published 1987-88 State and Local
Government Copy Equipment price list. The above figures reflects this discount.
They have also agreed to cancel the balance of the $6,860 due on the Model 5600 copier
and consider the copier paid in full.
IBM Corporation and Eastman Kodak, manufacturers of high volume copiers similar to
the Xerox Model 1090, will not take the Xerox Model 5600 fora trade-in or purchase
allowance.
The addition of this equipment will handle the increase in copier requirements and
provide the department with new time savings features. The new copier will have a
reduction mode, an automatic document handler that can process seventy-five original
documents instead of the current twenty-five, be able to provide ninety-two copies per
minutes compared to current forty-five, and has stapling capability not available on
other copiers. The City will save the payment of the $6,860 balance due. It is
fore recommended that the bidding process be waived and a rental agreement be
ved with Xerox.
Form A-113 (Rev. 11/79)
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FISCAL IMPACT:
Item 6
Page 2, Date 10/13/87
The equipment can be installed on November 1, 1987. T_he equipment will require funds
in the amount of $18,715 for the balance of the year. Sufficient funds are budgeted
in the. FY 1987-88 Police Department Budget.
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the City Council of
Chula Vista, California
Dated ~