HomeMy WebLinkAboutRes2006-033
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Sponsored by: Corbridge
CITY OF SEWARD, ALASKA
RESOLUTION 2006-33
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 SEWARD CITY CODE
~6.10.130 AND AUTHORIZE THE CITY MANAGER TO ENTER INTO A
LEASE AGREEMENT WITH XEROX FOR THE PURPOSE OF LEASING A
PUBLIC USE COPIER IN THE SEWARD COMMUNITY LIBRARY
WHEREAS, The Seward Community Library has consistently maintained one of the few
public use copiers in Seward; and
WHEREAS, the current copier lease expired in January, 2006, and the library desires to
replace the copier with a new machine with expanded capabilities; and
WHEREAS, Xerox has submitted a proposed 60-month lease for a copier that is
wheelchair accessible, has coin operated features and includes full service maintenance,
including parts and labor, for a total monthly lease rate of$208.60, representing a total lease
cost of$12,515.00 over five years, with no lump-sum payout at the end of the lease; and
WHEREAS, the above lease fee includes a trade-in on the existing machine, and Xerox
agrees to remove the existing equipment; and
WHEREAS, the lease includes the required non-appropriation clause which allows the
City to terminatc the lease if monies are not appropriated for any given budget year; and
WHEREAS, in addition to the lease fee, Xerox will bill the City $0.0169 per copy; and
WHEREAS, funding for this project was included in the 2006 library budget; and
WHEREAS, it is in the public interest to waive the normal bidding process per Seward
City Code ~6.1 0.130 bascd on the following: I) the current copier has a higher trade-in value
with Xerox; 2) Xerox will remove the current copier at no extra cost; 3) the quality of
maintenance and repair work from Xerox is excellent given their Kenai Peninsula presence and
the overwhelming number of Xerox copiers in Seward.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD, ALASKA, that:
Section 1. The Seward City Council hereby affirms that it is in the public's interest to
waive the normal bid process per Seward City Code ~6.1 0.130 and authorizes the City Manager
to entcr into a lease agreement with Xerox for a copier at the library, with a monthly lease rate
of$208.58, including maintenance, parts, and labor.
CITY OF SEWARD, ALASKA
RESOLUTION 2006-33
Funding for this purchase is available from Account 101-1500-5500.
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Section 2.
Section 3.
This resolution to take effect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this
28th day of March, 2006.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
THE CITY OF SEWARD, ALASKA
~~~~
Vanta Shafer, Mayor
Dunham, Valdatta, Lorenz, Bardarson, Shafer
Schafer, Thomas
None
None
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Council Agenda Statement
Meeting Date: March 28, 2006
To: Mayor Shafer and Council Members
From: Clark Corbridge, City Manager
Agenda Item: Seward Community Library Xerox Copier Lease
BACKGROUND & JUSTIFICATION:
The Seward Community Library has consistently maintained one of the few public use copiers in
Seward. Our current machine has survived the end of a five year lease and the library has
negotiated a new lease on a new copier.
The enclosed proposed lease agreement includes a copier that is wheelchair accessible, has coin
operated features and full service maintenance including parts and labor for a monthly charge of
$208.60 paid over the five year life of the lease totaling $12515.00. There will be an additional
charge of $0.0169 per copy made, assessed monthly. The previous monthly payment included
1400 copies per month. The number of copies made monthly on the machine was always less
than 1400. The new contract takes that fact into account by having a base lease payment and
additional per copy charge. Xerox has allowed for trade in on the old machine and will remove
and install as part of the agreement.
The lease (copies attached) is for sixty (60) months and includes the required non-appropriation
clause which allows the City to terminate the lease if monies are not appropriated for any given
budget year. Based on the heavy use of the above copier, it is recommended 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 § 6.10.103 based on the following: 1) 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 excellent from Xerox due to their Kenai Peninsula
presence and the overwhelming 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 copier.
CONSISTENCY CHECKLIST:
Where applicable, this agenda statement is consistent with the Seward City Code, Charter,
Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures.
FISCAL NOTE:
Currently the library charges $.25 per copy. Under this contract Xerox will charge the library
$.0169 for each copy. This revenue from copies will offset a portion of the $208.60 monthly
lease payment.
Funding has been approved in the FY2006 General Fund Library Budget under the Equipment
Rental Account.
RECOMMENDATION
:
Seward City Council approve request for the library to contract with Xerox as per the attached
documents to lease a copier for public use.