City of Columbus - File #: 1902-2005

• File #: 1902-2005
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 11/2/2005
• In control: Safety Committee
• On agenda: 12/5/2005
• Final action: 12/8/2005
• Title: To authorize and direct the Finance and Management Director to contract for the 3rd year option for the lease of copy machines for the Division of Police with Xerox Corporation; and to authorize the expenditure of $86,500.00 from the General Fund budget. ($86,500.00)

Date	Ver.	Action By	Action	Result
12/8/2005	1	ACTING CITY CLERK	Attest
12/7/2005	1	MAYOR	Signed
12/5/2005	1	Columbus City Council	Approved	Pass
12/5/2005	1	COUNCIL PRESIDENT	Signed
11/28/2005	1	Columbus City Council	Read for the First Time
11/11/2005	1	Finance Reviewer	Reviewed and Approved
11/11/2005	1	FINANCE DIRECTOR	Reviewed and Approved
11/11/2005	1	Safety Drafter	Sent for Approval
11/11/2005	1	Auditor Reviewer	Reviewed and Approved
11/11/2005	1	CITY AUDITOR	Reviewed and Approved
11/11/2005	1	Safety Drafter	Sent for Approval
11/11/2005	1	CITY ATTORNEY	Reviewed and Approved
11/11/2005	1	Safety Drafter	Sent to Clerk's Office for Council
11/8/2005	1	ODI DIRECTOR	Reviewed and Approved
11/8/2005	1	ODI DIRECTOR	Reviewed and Approved
11/8/2005	1	Safety Drafter	Sent for Approval
11/7/2005	1	SAFETY DIRECTOR	Reviewed and Approved
11/7/2005	1	Safety Drafter	Sent for Approval
11/7/2005	1	EBOCO Reviewer	Reviewed and Approved
11/4/2005	1	Safety Reviewer	Reviewed and Approved
11/4/2005	1	Safety Reviewer	Reviewed and Approved
11/2/2005	1	Safety Reviewer	Reviewed and Approved
11/2/2005	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 and Management Director enter into the 3rd 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. $96,254.04 was spent or encumbered in 2004-2005 for these copiers.

Title

To authorize and direct the Finance and Management Director to contract for the 3rd year option for the lease of copy machines for the Division of Police with Xerox Corporation; and to authorize the expenditure of $86,500.00 from the General Fund budget. ($86,500.00)

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 3^rd year lease option; now therefore

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

Section 1. That the Finance and Management Director be and is hereby authorized and directed to contract for the 3^rd 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 $86,500.00 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                  $86,500.00

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