Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology to modify and extend operation and maintenance contracts established through purchase orders DL000046 and EL900834 with the Xerox Corporation, for laser printer lease, supplies and maintenance services, in the amount of $109,409.07 effective June 1, 2004 through May 31, 2005.
DoT established the above-mentioned contracts in January 2000 and October 1999, respectively, for sixty-month lease/purchase agreements with the Xerox Corporation for two Xerox high-speed 4635MX laser-printing systems operated by the city, with nine (9) months remaining toward the lease payment for one system and the other is City owned. These systems provide high volume printing support services critical to many city applications such as payroll, wage and tax statements, auditor's warrants, jury summons, income tax forms and water bills.
FISCAL IMPACT:
During fiscal year 2003 $217,531.55 was expended with Xerox. The total cost of this ordinance is $109,409.07 for the period June 1, 2004 through May 31, 2005, with $68,640.00 representing the maintenance cost for both printer systems, the amount of $34,769.07 is the cost for the remaining nine (9) months of the leased printer and the amount of $6,000.00 is the cost of supplies for both printer systems. Funding is budgeted and available within the Information Services Division's internal service fund.
EMERGENCY:
Emergency legislation is required to facilitate prompt contract execution and related payment for services.
CONTRACT COMPLIANCE NUMBER: 16-0468020 Expires: 01/08/2007
Title
To authorize the Director of the Department of Technology to modify and extend a contract with Xerox Corporation for the renewal of the laser printer lease, maintenance services and supplies for the Information Services Division, to authorize the expenditure of $109,409.07 from the internal services fund, and to declare an emergency. ($109,409.07)
Body
WHEREAS, the Department of Technology established contracts for two sixty-month lease/purchase agreements with the Xerox Corporation with the option to renew each year on the anniversary date, and
WHEREAS, these systems provide high volume printing support services that are critical to many city applications such as payroll, wage and tax statements, auditor's warrants, jury summons, income tax forms and water bills, and
WHEREAS, the total cost of this contract modification is $109,409.07 for the period June 1, 2004 through May 31, 2005, with funding budgeted and available within the Information Services Division's internal service fund, and
WHEREAS, an emergency exists in the usual and daily operations of the Department of Technology in that it is necessary to immediately modify and extend a contract for with Xerox for renewal of the lease, maintenance services and supplies for two printing systems, for the immediate preservation of 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 Director of the Department of Technology be and is hereby authorized to modify and extend a contract established under Purchase Order EL900834 with Xerox Corporation for maintenance services and supplies for the city's high-speed high-volume laser printers.
SECTION 2: That the expenditure of $109,409.07 or so much thereof as may be necessary is hereby authorized to be expended from:
Division: 47-02| Fund: 514 |Subfund: 1| OCA Code: 280768| Obj. Level One: 03 | Obj. Level Three: 3372| Amount: $68,640.00
Division: 47-02| Fund: 514 |Subfund: 1| OCA Code: 280768| Obj. Level One: 03 | Obj. Level Three: 3302| Amount: $34,769.07
Division: 47-02| Fund: 514 |Subfund: 1| OCA Code: 280768| Obj. Level One: 02 | Obj. Level Three: 2204| Amount: $6,000.00
SECTION 3. 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 10 days after its passage if the Mayor neither approves nor vetoes the same. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.