HomeMy WebLinkAboutRes2007-017
Sponsored by: Yoder
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CITY OF SEWARD, ALASKA
RESOLUTION 2007-017
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A LEASE
AGREEMENT WITH FRONTIER BUSINESS SYSTEMS FOR THE PURPOSE OF
REPLACING THE LARGE FORMAT COPIER AT BUILDING &
ENGINEERING FOR AN AMOUNT OF $668.00 PER MONTH FOR A TERM OF
3 YEARS (36 MONTHS)
WHEREAS, the Building & Engineering Department's Xerox larger format copier quit
functioning this past December and is no longer being serviced by Xerox due to the unavailability of
parts. This machine is vital to the operation of the department; and
WHEREAS, the City of Seward advertised an invitation to bid for a Large Format
Copy/Scan/Printer in the Anchorage Daily News on January 10, 2007 and in the Seward Phoenix
Log on January 11, 2007; and
WHEREAS, Frontier Business Systems out of Kenai and Anchorage was the lowest and
responsive bidder for a replacement copy/scan/printer at a rate of $668.00 per month (with the option
to upgrade or purchase at the end of the lease term); and
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WHEREAS, The lease amount has been accounted for in the Building & Engineering
Council Approved budget for 2007; and
WHEREAS, there is no other large format copier in the City of Seward capable of making
large format copies (C, D, or E size) as necessary to meet various City of Seward departments' needs
as well as the needs of the community; and
WHEREAS, the Building & Engineering department seeks to replace its non-functioning
Xerox 3060 with a KIP 3000 scan/copy/printer to continue to copy and have the ability to scan
building plans, store drawings electronically for archival purposes, and have the ability to e-mail
them directly to other departments for review; ultimately saving the City a significant amount per
year in toner, developer and the time that it takes someone to collect, copy, mail and route these plans
manually, as well as savings in postage costs.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SEWARD, ALASKA, that:
Section 1. The Seward City Council authorizes the City Manager to enter into a lease
agreement with Frontier Business Systems for the lease/purchase of a large format copier, for a cost of
$668 per month and a term of three (3) years.
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CITY OF SEWARD, ALASKA
RESOLUTION 2007-017
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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 12th
day of February, 2007.
THE CITY OF SEWARD, ALASKA
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Vanta Shafer, Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
Valdatta, Bardarson, Schafer, Thomas, Amberg, Shafer
None
Dunham
None
ATTEST:
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Council Agenda Statement
Meeting Date: February 12, 2006
To: Marvin Yoder, Interim City Manager
From: Tom Shepard, Project Manager
Agenda Item: Approve annual lease funding of $668.00 per month for three years with
Frontier Business Systems for the lease purchase of a large format
copier/printer/scanner with a $1 end-of-term purchase
BACKGROUND & JUSTIFICATION
:
The City currently owns an eleven year old, refurbished Xerox Model 3060 large format copier located at
the Building & Engineering Department that is primarily used for high volume uses, such as both City and
community building plans, as-builts (required for all City Leases), plats and maps for Community
Development and Electrical Engineering projects, Water/Sewer construction as-builts and construction
prints, harbor float drawings, SMIC drawings, copies of dock drawings, Parks and Recreation tournament
brackets & race routes, and other miscellaneous City documents over 11 x 17 in size.
The large format copier is also available for use by the general public. It is staff’s understanding that this is
the only machine in town capable of copying large format drawings. This past December, our current
copier quit working and due to its age, is no longer being serviced by the Xerox Corporation.
The type of large format machine we are seeking copies, prints, and scans. This printer package is now
typical for large format copiers. The new machine will provide the City the added ability to store all of their
drawings electronically; saving valuable time and space. All drawings that the City has will now be available
to staff electronically adding a tremendous level of efficiency.
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The City started advertisement of the bid on January 10, 2007 .We received just 1 bid from Frontier
Business Solutions out of Kenai and Anchorage. Interestingly, Frontier offered better pricing than what our
own research uncovered by 20%. The service contract includes travel, parts and labor and is reflected in the
lease figure above. The annual lease of this machine is accounted for in 2007 Building and Engineering
Department annual budget.
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. Other: _________________
FISCAL NOTE:
The cost to purchase this large format copier/printer/scanner outright is $18,625. Overall price of the
copier/printer/scanner over the life of the lease is $21,852, (interest paid by the City is $3,227).
Funding for annual lease payment is included in 2007 Budget.
Approved by Finance Department: ________________________
RECOMMENDATION
:
Council approve Resolution 2007- entering into a lease-purchase for $8,500 annually for three years
with Frontier Business Solutions to replace a large format copier-printer-scanner.