Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology to enter into a contract with the Xerox Corporation, for annual printer maintenance support services, effective October 1, 2011 through September 31, 2012, in the amount of $90,336.00. These printer 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.
An Invitation to Bid (SA004006) was published in June 2011. The solicitation received only (1) one offer to provide printer maintenance support services for the term period from October 1, 2011 through September 31, 2012. After reviewing the only bid that was submitted, it was recommended that the award be made to Xerox Corporation in the amount of $90,336.00, as they were deemed to be the overall lowest, responsive, responsible and best bidder per specification.
The cost for the 2011 annual maintenance support services for the period of October 1, 2011 through September 31, 2012 is $90,336.00, with $894.00 contingency funds included to be utilized in the event of excess prints, overruns and/or any unforeseen circumstances. Earlier this year, the Department of Technology legislated $44,854.64 (Ord. # 0404-2011, EL011569), with Xerox Corporation for annual maintenance and support services for the period April 1, 2011 through September 30, 2011, with $5,000.00 contingency funds included to be utilized in the event of excess prints, overruns and/or any unforeseen circumstances. The Department of Technology requests that the passage of this ordinance will also provide for the extension of existing purchase order (EL011569) and funds through December 31, 2011.
EMERGENCY DESIGNATION:
Emergency designation is being requested to immediately facilitate prompt payment; to continue with services that are necessary to support daily operations; to ensure no service interruptio...
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