Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology to modify, increase 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, (1) for annual printer maintenance support services, effective June 1, 2010 through March 31, 2011 and (2) to increase and extend EL009900 for additional funds needed to satisfy unforeseen expenditures incurred prior to June 1, 2010 due to the increase in excess prints. 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.
Also, this ordinance requests approval of $13,575.60 for contingency funding within the $80,000.00 for the period June 1, 2010 through March 31, 2011, to be utilized in the event of excess prints, overruns and/or any unforeseen circumstances. These contingency funds will not be utilized if not needed.
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.
The Department o...
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