City of Columbus - File #: 1052-2006

• File #: 1052-2006
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 5/31/2006
• In control: Administration Committee
• On agenda: 6/19/2006
• Final action: 6/23/2006
• 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 maintenance services for the Information Services Division, to authorize the expenditure of $98,220.00 from the internal services fund, and to declare an emergency. ($98,220.00)

Date	Ver.	Action By	Action	Result
6/23/2006	1	CITY CLERK	Attest
6/22/2006	1	MAYOR	Signed
6/19/2006	1	Columbus City Council	Approved	Pass
6/19/2006	1	COUNCIL PRESIDENT PRO-TEM	Signed
6/9/2006	1	CITY AUDITOR	Reviewed and Approved
6/9/2006	1	CITY AUDITOR	Reviewed and Approved
6/9/2006	1	CITY ATTORNEY	Reviewed and Approved
6/9/2006	1	Technology Drafter	Sent for Approval
6/9/2006	1	Technology Drafter	Sent for Approval
6/9/2006	1	Technology Drafter	Sent for Approval
6/9/2006	1	Technology Drafter	Sent to Clerk's Office for Council
6/8/2006	1	FINANCE DIRECTOR	Reviewed and Approved
6/8/2006	1	Finance Reviewer	Reviewed and Approved
6/6/2006	1	ODI DIRECTOR	Reviewed and Approved
6/6/2006	1	EBOCO Reviewer	Sent for Approval
6/6/2006	1	Technology Drafter	Sent for Approval
6/5/2006	1	Technology Drafter	Sent for Approval
6/1/2006	1	TECHNOLOGY DIRECTOR	Reviewed and Approved
5/31/2006	1	Technology Drafter	Sent for Approval

Explanation

BACKGROUND:
This legislation authorizes the Director of the Department of Technology to modify and extend a contract, that is renewed annually, established through purchase orders DL000046 (established in the year of 2000) and EL900834 (established in the year of 1999) with the Xerox Corporation, for laser printer maintenance services, effective June 1, 2006 through May 31, 2007. The original contract provides language that allows for renewals at the conclusion of the ending term. The services associated with this modification were anticipated at the time of executing the original contracts. The cost of this modification was determined through negotiations with the vendor upon receipt of a quote and researched cost analysis.

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.

FISCAL IMPACT:
The funds established for each original contract were $158,202.54 for EL900834 and $23,410.00 for DL000046. During fiscal year 2004 $138,185.20 was expended and $106,577.60 in 2005 with Xerox for services associated with both printers. The total cost of this ordinance is $98,220.00 for the period June 1, 2006 through May 31, 2007, representing the maintenance cost for both printer systems. Funding is budgeted and available within the Information Services Division's internal service fund. ...