HomeMy WebLinkAboutRes2001-120
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CITY OF SEWARD, ALASKA
RESOLUTION 2001-120
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, DETERMINING THAT IT IS IN THE PUBLIC INTEREST TO
WAIVE THE NORMAL BID PROCESS PER CITY OF SEWARD CODE
~6.10.130 AND AUTHORIZING THE CITY MANAGER TO ENTER INTO A
LEASE AGREEMENT WITH XEROX FOR A REPLACEMENT COPIER
FOR THE FIRE DEPARTMENT.
WHEREAS, the Engineering department surplused a Xerox copy machine (5034) to the fire
department, which requires repairs and the extent of repairs needed is unknown. Due to expiration
of the maintenance agreement, maintenance calls will be billed at $280 per call, plus time and
materials, labor charges are billed at $60 per quarter hour; and
WHEREAS, the City's experience with heavily used copiers is maintenance, downtime and
delays increasing with age; and
WHEREAS, the Fire Department is currently using a Hewlett Packard OfficeJet Pro to meet
the majority of the printer and copy needs and would like to switch to a more effective operating
machine; and
WHEREAS, as ofJuly 2001 the fire department has spent on average a total of$170A3 per
month, in copy charges for use of the copier at City Hall and in print cartridges; and
WHEREAS, the copier at City Hall is available for large printing projects, however using it
often requires closing the office, waiting for its use and at times making several trips to City Hall; and
WHEREAS, XEROX, the City's supplier for copiers, has agreed to accept the Xerox 5034
(as is) as a trade in, giving a credit of $3 5 00 against a digital machine that prints 32 pages per minute
and is a printer, copier and fax; and
WHEREAS, the fax machine currently used by the fire department could be used as a
portable fax machine in support of any emergency operations center activation; and
WHEREAS, the rate quoted for a monthly lease from XEROX is $260.78 (approximately
$15,646.80 for the duration of the lease), with no rental payment until February/March 2002
depending on delivery date; and
WHEREAS, this lease agreement price includes the cost of supplies (except paper and
staples), networking department computers to the printer, training, support line, and maintenance;
and
CITY OF SEWARD, ALASKA
RESOLUTION 2001-120
WHEREAS, monies for this new lease can be absorbed within the current department budget
and no new appropriation is required; and
WHEREAS, it is in the public interest to waive the normal bidding process per City of
Seward Code ~6.1 0.130 because XEROX is willing to take the copier in its current condition as a
trade in, it has a higher trade-in value with XEROX, and the maintenance support from XEROX is
currently under contract with other City Departments.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA, that:
Section 1. It is in the public interest to waive the normal bid process per City of
Seward Code ~6.1O.130.
Section 2. The City Manager is authorized to enter into a lease agreement with
XEROX for a replacement copier for the Fire Department for an amount not to exceed
$15,646.80. for life of the contract.
Section 3. This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 8th day
of October, 2001.
THE CITY OF SEWARD, ALASKA
rJ-( f'~l~ j
Edgar Blatchford, Mayor
AYES: Blatchford, Brossow, Branson, Calhoon, Clark, Orr, Shafer
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:
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Patrick Reilly
City Clerk
(City Seal)