(8)AR 040709 Lease Agreement - Laserfiche WebLink

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ITEM #8 CITY OF COLTON AGENDA REPORT FOR THE COUNCIL MEETING OF APRIL 07, 2009 TO: HON. MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: EILEEN C. GOMEZ, CITY CLERK SUBJECT: APPROVE A 60 -MONTH LEASE AGREEMENT WITH XEROX FOR A XEROX 4595 COPIER/PRINTER IN THE AMOUNT OF $1,038.35 PER MONTH AND AUTHORIZE THE CITY MANAGER TO SIGN AGREEMENT DATE: March 26, 2009 BACKGROUND: The City Clerk's Office monitors the machines and oversees the budget for the Mail and Reprographics Center in City Hall. The Xerox copier is located in the copy center / mailroom. The lease for the copier Work Centre Pro 90 will terminate this year in October. ANALYSIS/DISCUSSION: City Clerk's Staff continually evaluates the printing needs of its customers, which include the offices of the City Manager, Community Services, Childcare, Library, Economic Development, and the City Clerk. It is known that the majority of these departments have, in their areas, compact copiers that are used for single copy jobs and small volume printing. The majority of these departments use the City Clerk's copy center for high volume projects or scanning documents to their workstations. The Xerox copier is used to print a high volume of flyers, reports, pamphlets and a variety of forms, as well as council agenda materials. The copier equipment purchased in September 2004 has successfully met the copier needs of the city, but staff continually evaluates whether there is a need to replace equipment that becomes outdated and unable to meet the increased needs of the departments that use the copy equipment daily. In addition, the current copier has recently been experiencing problems. Staff contacted Xerox and a new copier was offered for a lower monthly payment providing over $500 in savings per month. After a review of other copiers' capabilities, the new copier will have new features that far surpass any of the competitive brands. Xerox has offered the City of Colton the opportunity to enter into a Lease Agreement by utilizing the County of Los Angeles and Xerox Corporation Master Agreement (#57227/41380), which allows the City to derive the benefits therein and enables the City to "piggy back" onto an existing contract. The bidding exemption is authorized by Section 3.08.140(C) of the City of Colton Municipal Code. ENVIRONMENTAL IMPACT: No environmental impact is anticipated.