1997 AGN APR 01 I18 - Laserfiche WebLink

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XEROX Apr 1, 1997 Page 2 DISCUSSION AND ANALYSIS: After conferring with neighboring cities to inquire why Xerox is the vendor of choice and to confirm the reliability of the Xerox product, the Office of the City Clerk decided to take advantage of the provision under the City's Purchasing Ordinance which allows this agency to "piggy -back" on negotiated contracts with other government entities and obtain equipment from a vendor who has met the requirements of bid process with other government entities. The City Clerk's Office has not lost sight of the fact that Xerox is a business entity; however, Xerox has offered its comprehensive Xerox Document Management Program that will allow the City Clerk's Office to upgrade its copier to accommodate an ever increasing volume of photocopying. It will replace the small copier in the Personnel Office which also absorbs the copy overflow when the big machines are busy in the City Clerk's Office. As the cost of copier supplies is included,the Personnel Office has calculated that the office will realize an annual savings of $365.35 The Corporate Yard will also benefit because it has offered to take Xerox Model 5065 and pay the balance of the lease. The Wastewater Treatment Plant has offered to take Xerox Model 5322 and pay for the balance of that lease. The Xerox Document Management Program proffered by Xerox Company will provide upgraded equipment, allowing the City to enjoy new technology. The City will realize cost savings as the package includes copier supplies, except for staples, paper and color supplies which are extra. Additionally, Xerox has included two new fax machines at no charge. One fax machine will replace a tired fax machine in the City Clerk's Office, which is used by a number of offices, and the multi- function machine will be installed in the Cemetery Office. The Cemetery has a computer with no printer and this will satisfy that need.