Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology to modify and renew a contract, established through purchase orders DL000046 (established in the year of 2000) and EL900834 (established in the year of 1999) with the Xerox Corporation, for annual printer maintenance support services, effective June 1, 2009 through May 31, 2010. The original contract provides language that allows for contract modifications each year on the contract anniversary date. The services associated with this modification were anticipated at the time of executing the original contracts.
The Department of Technology 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. Upon the lease expiration for these systems, the Department of Technology exercised the right to purchase both systems. At that time, the two original purchase orders were modified into one contract agreement for the renewal of future maintenance. 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. The cost of this modification was determined through negotiations with the vendor upon receipt of a quote and researched cost analysis.
FISCAL IMPACT:
During fiscal years 2007 and 2008, $118,621.00 and $99,132.12 were expended respectively with the Xerox Corporation for annual maintenance support services associated with both printers. The total cost of this ordinance is $77,966.88 for the period June 1, 2009 through May 31, 2010, representing the maintenance cost for both printer systems. Funding is budgeted in the 2009 Information Services Division Budget, and available within the 2009 Information Services Fund. The aggregate con...
Click here for full text