Loading...
HomeMy WebLinkAboutRes2004-055 I I I Sponsored by: Shealy CITY OF SEWARD, ALASKA RESOLUTION 2004-55 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, DETERMINING THAT IT IS IN THE PUBLICS INTEREST TO WAIVE THE NORMAL BID PROCESS PER CITY CODE ~6,10,130 AND AUTHORIZE THE CITY MANAGER TO ENTER INTO LEASE AGREEMENTS WITH XEROX FOR THE PURPOSE OF REPLACING AND UPGRADING THE COPIER AT THE POLICE DEPARTMENT WHEREAS, the City currently leases from Xerox a model 332 Digital copier located at the Police Department that is primarily used for high volume uses, such as Police reports, court papers and several others items; and WHEREAS, the Xerox DC322 copier has been experiencing higher than normal problems resulting in either downtime, or increased time to complete a project; and WHEREAS, currently the city is not getting efficient, flexible and cost effective use from this copier, and given its age and the fast moving world oftechnology it is necessary to upgrade; and WHEREAS, Xerox has recommended that the City replace the DC322 with a new digital Xerox copier, a WorkCenter Pro 32 (WCP32); and WHEREAS, because it is a scanner and has the capability of email, the Police Department will be able to scan police reports and email them directly to the District Attorney, thus saving several hundred dollars a year in the time that it takes someone to collect, copy and mail these cases, as well as savings in postage cost; and WHEREAS, Office Tech, Inc. has stated they are willing to buy back the current lease on the existing Xerox copier (which is $379.66 per month), and lease a WCP32 for $364.28; and WHEREAS, the leases are for sixty (60) months and include the required non-appropriation clause which allows the City to terminate the lease if monies are not appropriated for any given budget year; and WHEREAS, it is in the public interest to waive the normal bidding process per City Code g6.1O.130 based on the following: l) the current copier has a higher trade-in value with Xerox; 2) Xerox removes the current copier at no extra cost; and 3) the maintenance level is acceptable from Xerox due to their Kenai Peninsula presence and the over whelming number of Xerox copiers in Seward. CITY OF SEWARD, ALASKA RESOLUTION 2004-55 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. For the reasons set forth in the recitals, it is in the public's interest to waive the normal bid process per City Code 96.10.130 and authorize the city manager to enter into a lease agreement with Xerox for the purpose of replacing and upgrading the copier at the Police Department. Section 2. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 10th day of May, 2004. THE CITY OF SEWARD, ALASKA /f, -/ Ai i ? :v'} It;... '-1,;tt-- Vanta Shafer, Ma r AYES: NOES: ABSENT: ABSTAIN: Branson, Val datta, Clark, Amberg, Shafer None Dunham None ATTEST: ~! )~"' "12 1 0 . cc'<-' ",-':::J . I ) Jean eWlS " City Clerk "aU".II" ~~\\ .o~ S12~"" S~~+"" '1L\ '.... ~ .....O~t"O~~..:~ ~ ~ ..~Cj ~'. ~ ~ ;-...;. -.- 0-.. ~ - . S7ClAL . ~ :e: .t,.." :$= ;: \ : : ... . -- ... ~ ...~ .: ~ ~ c.s\':"~~ 9"'!:" ~ .: ... ,-, '. ~ 11 ~., .U L'" ~...... - 7l"./."to ..... .... v' "," """i .. OF p..,\..~...... ""UIl H"'1o " COUNCIL AGENDA STATEMENT Meeting Date: May 10, 2004 Through: Phil Shealy, City Manager From: Chief Thomas Clemons Agenda Item: Copier Exchange BACKGROUND & JUSTIFICATION: The City currently leases a Xerox a model 332 Digital copier from Office Tech, Inc., which is located in the Police Department. This is the main machine the Police Department uses for all its copier projects. This copier is a leased item and is currently included Police Department budget. This copier has been experiencing higher than normal problems resulting in either downtime, or increased time to complete a project. The lease agreement expires July of this year. Normally Office Tech, Inc. would just create a new contract for the same copier. Currently we are not getting efficient, flexible and cost effective use from this copier, and given its age and the fast moving world of technology, I would like to get something better. Office Tech, Inc. has recommended that we replace the 332 copier with a new WorkCenter Pro 32 (WCP32). The WCP32 would support our existing needs more efficiently, as well as being more cost effective. Office Tech, Inc. has stated they are willing to buy back the current lease on our existing Xerox copier (which is $379.66 per month), and lease us a WCP32 for $364.28. This new model has color, digital, copier/email, and network printer/scanner capacities. Because it is a scanner and has the capability of email, we will be able to scan our police reports and email them directly to the District Attorney, thus saving several hundred dollars a year in the time that it takes someone to collect, copy and mail these cases, not to mention the postage cost. It will also be a way to scan crime scene photographs and email them to the District Attorney, again a cost savings. Based on the heavy use of the above copier, it is the administrations recommendation to trade-in the old copier for the proposed copier. It is also recommended that Council find it in the public interest to waive the normal bidding process per City Code §6.10.130 based on the following: 1) the current copiers have a higher trade-in value with Xerox; 2) Xerox removes the current copiers at no extra cost; and 3) the maintenance level is excellent from Xerox due to their Kenai Peninsula presence and the over whelming number of Xerox copiers in Seward. The number of Xerox copiers in Seward means that the maintenance technician is usually in Seward on a weekly basis and therefore, is able to perform regular maintenance on the City’s copiers. CONSISTENCY CHECKLIST: Yes No 1. Comprehensive Plan 2. Strategic Plan 3. Other 4. Not applicable X FISCAL NOTE: Supplies and maintenance are included at no additional charge and there are no additional costs. Emergency/loaner equipment will be provided immediately upon request at no charge, and there is no additional cost for delivery or removal. This agreement with Office Tech includes the buy back of our existing Xerox 332 Digital Copier Approved by Finance Department RECOMMENDATION: Council approve Resolution 2004- determining that it is in the public's interest to waive the normal bid process per City Code §6.10.130 and authorize the city manager to enter into lease agreements with Xerox for the purpose of replacing and upgrading the copier in the Police Department.