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HomeMy WebLinkAboutRes2007-017 Sponsored by: Yoder .... 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 .... 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. ..... CITY OF SEWARD, ALASKA RESOLUTION 2007-017 t . .."j 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 / frvJL L -1i<<kc/ / Vanta Shafer, Mayor AYES: NOES: ABSENT: ABSTAIN: Valdatta, Bardarson, Schafer, Thomas, Amberg, Shafer None Dunham None ATTEST: ;; ....; ""UU"", ~~~'\\--t OF S12l1.~"', ," ~ ............ i>~""", " ~ CJ ...;'Of\?O;/ A.;.... 'A ~ ~ .. i::-V ""'1'<:-... 'V ~ , : '" -0- 0.. ~ . . . - '. .: ST.1 \L ~ ... ~ : ' ~i: : 0 : . ~ : - '.~ .. ---- .::: ~ .n.. ~ ... ~ 10,1':\'. VI' ,fI"...:: ~ ~ ...:t.e' 1 '\9... I~': #, 1)-~......:.... c:.,'t'".... ~',j, OF A\..~ ,;.,... ""'" II ",l\ ~ j 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. th 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.