Explanation
The current Xerox 5800 copier in the City Clerk's office is over 10 years old and has become more difficult to service due to lack of replacement parts. A fully operable copy machine is fundamental to the City Clerk and City Council's essential operations. All functions relating to legislation, Council's weekly agenda, and legislative packets depend upon stability of this piece of equipment.
Xerox has located a used 4110 model which has comparable features to the 5800, in addition to increased speed capabilities. The used 4110 model is available for under $20,000 which is a considerable cost savings to the City compared to the purchase of a new piece of equipment.
Service Contracts for used equipment are handled by separate contract. We will enter into a contract for service/maintenance and supplies for the remainder of 2008 in the amount of $ 4560.00 with an option to renew for future years.
Informal quotes were received from three vendors with comparable equipment and two similar machines were tested for the sole purpose of assessing which machine provided necessary functionality. Based upon specific performance requirements to replace the current 5800 with a machine of similar or better capability and performance, a determination was made that the Xerox 4110 best meets the required specifications.
CONTRACT COMPLIANCE NUMBER: 160468020
FISCAL IMPACT: This expenditure was anticipated and funds are available.
EMERGENCY DESIGNATION: We request emergency legislation because this particular piece of used equipment has recently become available and only for a short period of time.
Title
To authorize the City Clerk to contract with Xerox Corporation for the purchase of a used Xerox 4110 copier in the amount of $19, 650.00 and enter into a service agreement for the remainder of 2008 with an option to renew in the amount of $ 4,560.00, to waive the formal competitive bidding provisions of the Columbu...
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