Explanation
The current Xerox 5800 copier in the City Clerk's office is over 10 years old and has become more difficult to service due to lack of replacement parts. A fully operable copy machine is fundamental to the City Clerk and City Council's essential operations. All functions relating to legislation, Council's weekly agenda, and legislative packets depend upon stability of this piece of equipment.
Xerox has located a used 4110 model which has comparable features to the 5800, in addition to increased speed capabilities. The used 4110 model is available for under $20,000 which is a considerable cost savings to the City compared to the purchase of a new piece of equipment.
Service Contracts for used equipment are handled by separate contract. We will enter into a contract for service/maintenance and supplies for the remainder of 2008 in the amount of $ 4560.00 with an option to renew for future years.
Informal quotes were received from three vendors with comparable equipment and two similar machines were tested for the sole purpose of assessing which machine provided necessary functionality. Based upon specific performance requirements to replace the current 5800 with a machine of similar or better capability and performance, a determination was made that the Xerox 4110 best meets the required specifications.
CONTRACT COMPLIANCE NUMBER: 160468020
FISCAL IMPACT: This expenditure was anticipated and funds are available.
EMERGENCY DESIGNATION: We request emergency legislation because this particular piece of used equipment has recently become available and only for a short period of time.
Title
To authorize the City Clerk to contract with Xerox Corporation for the purchase of a used Xerox 4110 copier in the amount of $19, 650.00 and enter into a service agreement for the remainder of 2008 with an option to renew in the amount of $ 4,560.00, to waive the formal competitive bidding provisions of the Columbus City Code, and to declare an emergency. ($ 24,210.00)
Body
WHEREAS, The Clerk's office current Xerox 5800 copier is over 10 years old and has become more difficult to service due to lack of replacement parts; and
WHEREAS, informal quotes were received from three vendors with comparable equipment and two similar machines were tested for the sole purpose of assessing which machine provided the necessary functionality; and
WHEREAS, based upon specific performance requirements, the Xerox 4110 best meets the required specifications; and
WHEREAS, Xerox has located a used Model 4110 available for under $20,000, which is a considerable cost savings to the City; and
WHEREAS, an emergency exists in the usual daily operation of the City Clerk's office in that it is immediately necessary to enter into a contract for this used machine as it is only available for a limited time, thereby preserving the public health, peace, property, safety and welfare; now therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the City Clerk is hereby authorized and directed to enter into a contract for the purchase of a Xerox 4110 copier in the amount of $19,650.00 and a separate contract for maintenance and supplies for the remainder of 2008 in the amount of $ 4,560.00.
Section 2. That the expenditure of $24,210.00 is hereby authorized from City Council, Department No. 20-01, the General Fund, Object Level One 03, Object Level Three 3390, OCA Code 200105 and to pay the cost thereof.
Section 3. Pursuant to Section 329.27, this Council determines that it is in the best interest of the City to waive the formal competitive bidding provisions of Chapter 329 of the Columbus City Code in order to facilitate the purchase and maintenance of this used machine at a cost savings to the city.
Section 4. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.