City of Columbus - File #: 1456-2004

• File #: 1456-2004
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 7/28/2004
• In control: Safety Committee
• On agenda: 9/20/2004
• Final action: 9/23/2004
• Title: To authorize and direct the Finance Director to contract for the 2nd year option for the lease of copy machines for the Division of Police with Xerox Corporation, to authorize the expenditure of $96,254.04 from the General Fund budget. ($96,254.04)

Date	Ver.	Action By	Action	Result
9/23/2004	1	CITY CLERK	Attest
9/22/2004	1	MAYOR	Signed
9/20/2004	1	Columbus City Council	Approved	Pass
9/20/2004	1	COUNCIL PRESIDENT	Signed
9/13/2004	1	Columbus City Council	Read for the First Time
9/1/2004	1	City Clerk's Office	Sent back for Clarification/Correction
9/1/2004	1	Safety Drafter	Sent to Clerk's Office for Council
8/23/2004	1	CITY ATTORNEY	Reviewed and Approved
8/23/2004	1	Safety Drafter	Sent to Clerk's Office for Council
8/18/2004	1	Auditor Reviewer	Reviewed and Approved
8/18/2004	1	CITY AUDITOR	Reviewed and Approved
8/18/2004	1	Safety Drafter	Sent for Approval
8/17/2004	1	Finance Reviewer	Reviewed and Approved
8/17/2004	1	FINANCE DIRECTOR	Reviewed and Approved
8/17/2004	1	Safety Drafter	Sent for Approval
8/13/2004	1	ODI DIRECTOR	Reviewed and Approved
8/13/2004	1	Safety Drafter	Sent for Approval
8/12/2004	1	EBOCO Reviewer	Reviewed and Approved
8/11/2004	1	Safety Reviewer	Reviewed and Approved
8/11/2004	1	Safety Reviewer	Reviewed and Approved
8/11/2004	1	SAFETY DIRECTOR	Reviewed and Approved
8/11/2004	1	Safety Drafter	Sent for Approval
7/28/2004	1	Safety Drafter	Sent for Approval
7/28/2004	1	Safety Reviewer	Reviewed and Approved

Explanation

BACKGROUND:

Need: The Division of Police needs to lease three (3) high volume copy machines and one (1) color copier for the Division's Print Shop. These machines are needed for the high volume of copying, 600,000 - 750,000 copies per month, for the entire division.

Bid Information: Contract FL001829 was issued in September 2003 for the lease of four (4) copiers. This original contract was for a 3-year lease. It is the Division's request that the Finance Director enter into the 2^nd year option.

Contract Compliance No.:  16-0468020

FISCAL IMPACT: $95,000.00 is budgeted in the General Fund for the lease of copiers for the Division of Police. Additional funding will have to come from other areas of Object Level 3. $93,212.04 was spent or encumbered in 2003 for these copiers.

Title

To authorize and direct the Finance Director to contract for the 2^nd year option for the lease of copy machines for the Division of Police with Xerox Corporation, to authorize the expenditure of $96,254.04 from the General Fund budget. ($96,254.04)

Body

WHEREAS, the Department of Public Safety, Division of Police's Print Shop needs to maintain three (3) high-speed copiers and one (1) color copier in order to provide the volume of required reproduction services needed for the Division and the public; and

WHEREAS, a formal bid opening was held on May 15, 2003 for the lease of four high volume copiers for the Division of Police, Department of Public Safety; and

WHEREAS, a contract was issued to Xerox Corporation for the lease of copiers with a 36 month lease option; and

WHEREAS, the Division wishes to enter into the 2^nd year lease option; now therefore

BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:

Section 1. That the Finance Director be and is hereby authorized and directed to contract for the 2^nd year option with Xerox Corporation for the lease of three high volume copiers and one color copier for the Division of Police, Department of Public Safety.

Section 2. That the expenditure of $96,254.04 or so much thereof as may be needed, be and the same is hereby authorized as follows:

Div      Fund          OCA         Obj. Level (1)     Obj. Level (3)   Amount

30-03    010            300764              03                       3303              96,254.04

Section 3. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.