Loading...
HomeMy WebLinkAbout0199.091· o Karch 21". 1991 "!'HE HONORABLE CITY COUNCIL Palo Alto, California XeJ1bers of the Council: 2 staff recomaends council approval of the attached aqreeue~t vith Xerox Corporation for the lease/purchase of a bi!h speed duplica­ tor. The aqreeaent is renewable annually for a ter. of five years. The new equipment 'Will replace a te.n-year-old copier machine as part of the Printing Services upgrade planned for capital Improve­ _nt Project (CIP) #19110. Funds available in the 1990-95 CIP budqet ~ill cover the $43,008 annual lease fee for two years; after that time, departmental payaents for copies through the city's intern41 charqeback system will cover the lease amount. 'lc);qrouA4 In the 1990-91 Capltal ImproVeQ~nt Proqram~ Councii establi&hed a project (CIP n~llO) to upqrade the equipment in the Printing services .Ubdiviaion of the. Finance Departmen.t.. The-existing high. speed. duplicator waa in need of replaceDlent, and ot~er smaller piece& of equip.ent vere needed to autOMate sever.l manual proces ••• ~ As the City's printing requirements have become more nu.erous and _ore sophisticated, automation and re.placement of obsolete .achinery are required to allow statf to :meet departments' printinq needs. ~ acquisition of new equipment will allow Printing Services staff to iaprove turn-around ti.@ on projects, and reduce the cost of it ..... printed in-house. The new high speed copier will be able to CMR:19~:91 \ o o print on recycled paper (vhich ~~e ex:i5tlnq printer cannot do) and print doubl.-.id.d copies. The machin~ will automatically collate and. bind copt .. , and. can aCCOlUooat. various paper sizes and weight.. Print quality is superior. current copying equipment is approximately ten years old and the repair~ are increasinq in frequency and coat. Kodak Company, the repair and aaintenance company, haa indic~ted a major overhaul will be required in the near future~ Althouqh the lease for the Xerox equipment Is only five years, the life of the equipment is expected to be over 12 years. The X ... rox: equipment will become self­ au.talninq within the five-year lease timeframe. Staff's original intent was to purchase a hiqh speed duplicator to replace the copier that has been used tor the past eight years. Bids received in Auqust included three vendora selling equipment, along with a proposal fro. Xerox for a lease/purchase arrangement. After an evaluation of the bids, staff recommends approval of the Xerox .odel 5090 proposal which offers the following 3dvantages: o The city's cost per -copy is quite low. The monthly lease and aaintenance fee of $3,530.60 is based on an estimated 400,000 copies per month, at a cost of 0.0088 cents per copy; o Xerox vill upgrade and _aintain the equipment at their expense; o The interest rate on the lease is a low 1.C percent, due to Palo Alto's participation in santa clara County's intergovernmental contract with Xerox; o No additional insurance is required. !'re1Iel; Fwldipq Funding for establishing tbe lease of tbe hiqh speed copier is contained in tbe crp budget. No additional funding is required. Xerox has indicated that the Printinq Services flooring will need upqrad.Inq to accoEDodate the 'Weight ot the new machine.. city Facilities .taff estiaate that such an upgrade will cost $20,000; fUnds for tbe rloorinq ore aVailable in tbe CIP buclqet for tbe project. Prlntinq services charq8a departments directly tor any printinq they request •• an Internal Service Fund. The revenue from these charqes will pay ror ongoinq coats ot the printinq operations, as veIl as establish a reaerve to p6Y for equipment maintenance and CMR: 199:91 2 • r~aeeaent. Beglnn1nq in the third year or the lease agreement with xerox, de~ent&l tees vill cover the lease cost. The Xerox: duplioat.;or has built-in software to pro· .. ide expense tracicing as vell aa cost oatiaatlng for departments' COPyin9 needs, and will keep accurate charqe-back recorda for each department. IaQOMtDOa1jiol Staff recommends Council approval of the attached contract with Xerox Corporation tor the leaae/pLlCchase of a high cps-e.d dupli:::ator as part of the City's CI~ project 119110. st&tf ~ill then proceed with the necessary facility upgrade &nd the purchase of print shop automation equipment as required. Respectfully subaitted, ~)q.~ It£II HASKINS Kanaqer of Purchasing and contract Administration ~fJlA~~ Director of Finance ~ Assistant City Kanager , , CI(R, 11l9, 91 ] i r J -__ ...... c-.. _______ _ ............... ~..,--- .ucl CoffEl; OOCUtoENTS OE'~AI'..cl""/W ---"'"' ----- ;,. ;~~~i' . - 2-~r:;::'7r= ..... ~_ ~ _I>O ....... ~, ............ ___ , .... _ rS--'r""""'" ._~'''''''''', ~"-":.obIo"""1..-"...,w,."....... ... .t..-~ __ .. __ • 1'1......,. MI~"lkl"f6d E ..... ~ ... ,~ r_i"J ..-.,~ .,~I~ ,","io:1' :0"'_'''' ."_.......,Q1~~~_:1'_' __ ~_~I,. .. RoI""""<l4,I.,... ~o""';*\1 .,=~ S:'~ II<I~""".'ICI roIi.oI>,..., • ___ r~,_ e. ,....,... ...... __ £ __ .-"~ ...... _~'Il.~ ~~ .. ~---~..........,by-,~ "" ...... __ IIoiID-.-.....,.cJIo:l __ 'Il,...,....,~ __ _ _ ..... r...--... ___ ~o&I'd.~_....d ..... _ ...... -,._ .. ........, IlIMllo<>lE __ .~.-l ... "'-~ .... ___ ~.,._ ~~.~s.-.U_"'_"'_,.."..OtdII< -- '\ ~..,!'C" ... "-o.""ng ... ...,"' ................... ~,t>oII_.~_~t!>o ..... _..a_(JI""""'"_ .. ..,...,..,1fNf1lnT>1..-__ "'1>-..~ ~n", ..... __ bl .. 6J.,.,.._ .. __ OU"~ ,_ ShaI'", _ "" 1"'"_ --. ~.." _ """" -..0. __ '" ft ~~~ __ ...., ..... <11'-., .......... -.;.._,.... __ .-_~(rt.~ ___ ........:.irII~--../gI ....... .....,,<11 ~ 1hf:,...,<;t_ ... ___ 1INI """""""-._~"""'" -..""'rt>or.....t-~<11""O':-"~_~~",.."""t.r_ b'"""",,,",,_' __ "~ · -... -"" ...... "~~"""~'".........,""'-~""" ........ --1:. ~.,..,.. .....,. "., .. _ I'N .... ~1_ :""'p_, di"" ",I""""'TTI "",NO,,., 1_ ~r", .. ~"'iII""'''-'''''''''''''',j'\a<_ ""'<I."l"(~ .~, iI • ..,.,,,,,,t".,.,. ",ig, "~ .... ~ "~~ ..,,~..,.." of :l>o c.".,.~, .,.,..~ .. ! ~''''' L, .. ",,' C"IOt ......... _,..,..., -"""' ....... ., 1I"t(;.,..) _ ~':'N! .......... """'I~I_ C'IOIIO "'" _ ":"_""'-,, ~ 1'111'>1' .nd <:f ~ t_:t:I'> ~1J1 _ .. 1;:.1" .. .,.. __ _ ~~,...., ~ :0: ............ C ....... ,,* n.,., inc,._ .".,, """ 8~ ,-" nO] ~'U,." e.. T't.~:r:m~. ___ II-___ II'II __ ~",>«-a:,...I'iIrI'::II.~""""to.~ __ """_"P"'~ .. Jt.oo..-_gr_",_,~""""",~,---",!her __ ..., .. __ ¥dJO' .......... _.,,,...~ .. -.....~<Lot_"" ...... ,.,....,. -n-..c.-...._ .,~ ....... " .. ___ ."., ...... __ ..,.-.. .... --. .. _._~ ~ .,..c.-....-_ "",'to ... ~_ _.,...¥t:""'_.",.......-..,..","",. ... r.-:>"".,,~.....,. ~"","""",rI'><# .......,.""'" """-1tJooc...-...._,....",--..... ',"...:~'~ cu_~"_ ,_ ....,., ... ''''"''';rtI,., .. ...,. ..-..... ~ .. ,...~SO-': ... '"',:-'.-.. :-,,-,' ~'''" "-':Ii''''''''''' "" ....... ~~."'r,. eu._~ .... ~, ...... _.-.l,..-..-... ., ___ ;;:. ........ ~ ~ ,T..o !'~ ___ . '-.,>----1, '," -"'r .-' ....... ,M Cor-,..-",r "j'-"""c..~-"I:""''''OI--'''''''''' ~.,...,' -....... 1:. ........ -...:1 C _"...,,,....1"\Ot,,,..{~ .. _ .... ~ __ .. _1~c.-__ _ .. tt.<""' ... ."..,. ~ ... r.-..I'~P>Sr"V....".,~-.--'s_~""'" 11...., ... ~"'_~~ _ ..... _ .... "' ....... .:.megp"'"". r __ """'I11_ ........ 1 ~,'!!'Cf:~"'"(%~roo::i 1»i>1'lf<'l"~ .... ~ ....... ,....-"'-""<I',.. ... I'~-""""""'~c-n.1IfiP-...-.n'! e I>o'd<>\j ri' ..: ... ,"",,", :II'Y""'~'''' _,""". __ . .......r>.¢ .:.......".. '" :t... E~ "-",,, "'"' ,.""'""',...""~ I ~~"l\~~p-,.'<"o~,~,.~~.-'. "' ........ ,," .. c...r<u-_~~ ".,., E~: or ...... I'!>o:>"' ..... ~~~~r>r , ..... ~""'_-.o..I .. tt><F~'""." .. ,,~"'·'. ,~~"'~-~ ... .,. ',···' .... :o"aI_Q'dro.~'''''l/OC'-.. ...r.,,,", ~ __ ""'~ .... __ .,.....'>',oro. __ """"" ." ... ~ .. _.,."" ..... I"..,.."-.."."..,..' ........ :K:'...,,,.-'"; .. ,, .... ,..~..,,.""C>o_ .. '" • ~ ra [lEi1'\ll\A1lQI'II I'""~ 'g .~.' 't·"" "r ,'., ...... ~ ..-.J .,..""~ 11"" ". !;" .. o ......... " <v.>1 ,n bo<o"'~ ,.,.,,, c...,~,~. ",A, .... '",~'"""".....,;..., _"" '" ~_'o. _<~ ...... ~_ Eq~_"t"'" ;roo.~ ' .. -" ... ~""u~, .... ~":~ _ ~ ..... r ... IN! ,--"...,"''''''-;-.,.,.."..-..--I .. ~ ... ~..,.,...-~'''~ """,~.i """.''''' ~~n;"-~ ..... _ I ....... ~. _..,pi<.ol>lo'''''' ,*",,"0 ....,., _ ............. ~ " .. I.j;, • ..,."..,. _I """,NO' _ "'" 10 _ E4-1~_ ,....",. ... ,g ..... c...."..,..... "'" . ,..-,'ta·~ od'"~ .. "od<>~ _'''III "rwttl .... ""~ mft,....- "'~"1~". 'r'" r. .... -...' •• : ", ...,~, >4'<>" ''-' __ n.. .... ""'-Cpr,.", .. r,''''''"~,~'\-"'''....:,'' """'"....,.....'orlr....,'"'"'~~._ ~ .. "'" i • 1C.n::'!!.!;;:~_~--.r.1h<t"-* ...... ,.;,;1C,.,.._ ...... :::.~;:-:.=-:::::.-::=I:=:.. ~~..:! ~ _"'.~_-.N't..-... ~"'~ __ .. ·F"'~ ~_ ...... too.."..rt>b~~~roI!al""'C-l~ ........ "..---~ .. ~;-~= :;., "''':''=: ~~ '-:\t~":W:: ::.: ;:: ~_'II~'o:o...~, ___ ~~tJ\I"" ...... '" "r~J~""'c .... __ toI~"",..... ....... ,.._~_ID ..... ~ ... ~ ~ ~ 1Jpg. .......... -....-.. ... _'til' l>II6..--.lIkf> ~m ___ .."._bII""'-I00~",._-.,..I ... \ ............. I~,~ ... ~=>""'<>,>o" ..... E~_.,,-."' ....... ~""'_ ... ~"'1N odo:!tt~I.iI>Qt_.,_ " 1'9!iM! A" ..... tMTX utJ:It D7IR" q -rr' • £rT1QIII f"UIJ'Mli,",'T ~~,j "'CUSTOIIIEl'I ~r ro ~~,...o01" IS SOt" ·"S $. 4-'4!l -~ IS-X£OtO-'I' 1IMQ5 NG ~1Vl"\o: r,-neI E)(/'fItSS 011 IMiPLi.l.u •• 1tS -ro A/oil' """"1f~ l'W1' .... rsat'li£.I!. o"\IO.~ "T>IOVl'" '~1"no"i C~ (]# fiJ'..~"'~·~ ra 1o!!~"NANr~1'n' Qlf/Jn£.ss FOIl" MotnXt'!.Al'l """"'''' U_ " .. o~ ""'~{ .... ~., ",,~ .. ~'" .... '" '" ,,,. ~ .. "',.._..,., \~ ~"I<o "" '" ~. \'e" " .. ",~,\ ~ • • ~~d.I'" at )I.,,,,, 0' '0 _ IW"'~" or r<O"'I' ''''' tt.. 1""_ <Of _'" ""."IrI _ 1Kl'" <Of ,"""",, .. ,:" .... ' " ... ~ '" .,. .,.,., ....,...,....., a/ In. C .... "",., "~~,,,,"'_M "'" lEio, ... '0 ...-.,_ ,,.1 .... ' ",o~ ..,., ... ,~ ~~;'" !No un ...... of!"w C~."""""' I" 111 ..... _ <Of "~ .....'";i~""""lf, )I ... ,. ~'" ,_" P"",,,,,,,'l~ "",";.'.0 10' ',to. ~g'"",,,.u .~_ ""'," ..... , .. "'.""', '"~!..:"'g "". ~ ....... "" <P ... ~''''._ $0, .. ",," "'''' C,.,,,"." ~.'-I"'" ".,. ~.rrI""'.' "'., ' ...... ," '"" ~"." rI{IoI<_ .. "'.~, I~~ 00'1 rIII""~ .... """an" .. -~ ___ ~ .. ~5Cd-'"""""-.. TIo .... _~ _"'" ~,""r~..a~ ,.,~ .............. ~_~ ..... , ..... __ _~~t_ .... __ ~'".., ..... .....oo/>lI. ,..,...".. ____ • ~~""''''''p'p'l>o _'III ___ I0 .... ~--" .. "" t_ ............ ......,,,.-_ .... r"_l.""a ... ~ UC""'--"<:! ~r~ __ .,,_ ... 101,~ __ ~~~"' __ ... __ ~~ ... _ ..,.-I)"~"'-...--,--""" ... ~-----­--~----~-~,,,,,,---~ I .. :;..\,o;klll_~~""c,.;_..,. __ ~_..,.,....,_ .. ,~ _ .......... <JfI...,...., ...... ...-!he~~C_i<" ___ lr:tI ...... _~ .. iI><.-d _~_ .............. ..-. .. _".-"''''''''''' .. f\.!JIClIIG'~ .. ~ __ •• ~~ ... _4f-..~.~ "-'~-~-.-..-.... -... .,.---~...,.~-.... """ LA.o,-"" ~ 1:><0, _ "'" ____ "'" It-. .---oJ, _ ~''''_..,..-'''r-_" ... ".'''''-''I __ "'''"''''_'''~_ ~ ,. .............. """"'_ ...... ~....", ...... bot ... ____ 1Od 't.. ~""" n. ......... -..., d-,.,., '""' __ .. ~, IN ~ ""'" _,-.., • ...-.. 1Ir.".,.~'" tow""' .. ,., ... .~_,,.~ .... .,.,.,._"""~_~ __ .........,~.:r"'{; ......... -"" __ ·_e __ """'* ~ __ br""'~_I>I'::IlO ~~ .. ~.,..,.,_ ~....-_ .to--_"""c-_''''''''" ""r.-,.. F.,.,.r::.v-_._ "'~"JO<>d'--'''''-''''''''''~ tJo __ .... 'l'>o.~..,.-.. _ .... __ """"' __ O<\ __ ";lI.,..." .. ......,..,.~,~~-""'--............... ..,-.. ~ ..._.,.,."""' .. Ill~.~~,.,....~_,_..;."'''''"~ __ ..... """~"~.:.""'--.g-.. ... ---~~-'" __ """"'to._~~ "'~"'"''''""'t ____ ....... " .......... "" ...... :hot~~".."." ... :..".. ~~_"......~_ ...... IOI""'~_, _ ........ '"''''"'!:~~_~~ ..... -.,,~'''''Aar-..-.t _ __ "-,,,, '" h-....... .., eo. -,.. __ ~ N_r~ ~ "'" t~.IUC~"'~~ .. _ ...... __ .c-_ .... "'" .. 'I'~_"',..,.,....."''''''~l\Itoo.,. ... _ .......... ~, ........ 1P .. ~I>r'~~ C ~l',.;o:~tt,.-'II,~·."" ..... _.I<,~..,......,,,_~.,);"~''''' g, .;l~ Au;,-M 1I:"e. _""" dl".., I'!'>a!: .......... ""'" ""' ....... '" ~._ It ...... f_'~: """",r to. """ ... *,,,,n lc:J-c: "".,.. -. "'"' .... ~""' Codoo all_ ~"o~"" ,Itt: iJ~"H Sl_ ~'n,,-' ~,"'"",,-, _'-"'---..po ..... , '" ",~ ... MW '" ... ~~,-", '"P'" ~'l' ~".~r_I~ ... _:>Jo."..~ .. "" .. I_ ..... t". the r::~I1""": 0, •• ,_~ f1I "'" .~,., ~ ....,., --."." • "'" ,....,~ I~" ... .... _ .. "'-""f'I"" o(w,:",,,, QrI "'" _ .... oJ ~ ~, '*-WIltr'<' .... :1\00 .P1>'OP"~"'" QrI 'u_ by ClnI1>n ..... ~"'" ...-, C_.,... "-' ~-Ifv "....,.. bj I"'.mu< '" "...-g" III K.,,,,,' _\Of'>. at _ 1_\ ~\II_1>!y :>-IV_ .... :l.-<I"il ~. '*-....", __ '" 1'1: • .....-.. Ibi • ~..,.......­ ~~~"b~lI .. o> S«1'~~"'''-""''il_''''''''''''_b.l'' ... -""-,., ..... ,....,:.:.."."'--... -.... ---..... ~~ ... '" ~~ .. ~,~,\'·~~_, ... "', ... _"':o'tx..".-.-<O __ • ........... ~I"'" :...~ ...... '" 0, .. :«-1_ III ...... ~ toeo'''*' _I'ho ..-"! _~, ". ....... p,.,.' .... ~ ., •• ::..-.....: b. _~_ .... --......" ~to:>""""" 1_",diMt\owo • .- It. ~ ,.~_,. __ ..... _ ........ _'" .,. ....... _...a ~lCo<OM~,.., __ ......... , .. __ ... ~...a __ -'_"'~ ., ...... --...W_ .......... ottora: ._ .. -._..,.-'--_71il1l11 •• .,- ~"