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CITY OF COLTON <br />AGENDA REPORT <br />For the Council Meeting of December 2, 1997 <br />TO: HONORABLE MAYOR AND CITY COUNCIL <br />APPROVAL: LEN WOOD, INTERIM CITY MANAGER <br />FROM: THOMAS K. CLARKE, UTILITY DIRECTOR' <br />SUBJECT: APPROVAL OF A CHANGE ORDER IN THE AMOUNT OF $9,392.04NR. <br />TO XEROX FOR: THE LEASE OF COPIERS FOR THE UTILITY DEPT. <br />DATE: NOVEMBER 20, 1997 <br />BACKGROUND: <br />In January, 1993 Council approved the Water/Wastewater Department a five-year lease of <br />two Xerox copiers and one Xerox plans copier at a yearly cost of $6,396.24. In April, 1997 <br />Council approved the Utility Department to assume the General Fund's remaining monthly <br />payments on the lease for one Xerox copier at a yearly cost of $14,736. <br />DISCUSSION/ANALYSIS: <br />The leases for all four machines expire in December, 1997 and January, 1998. Staff has <br />been looking at the copying needs of the Utility Department and recommends the following <br />changes: <br />Costs are for leases for 60 months <br />The City will not incur any additional charges, such as lease buy out costs, to upgrade <br />the copiers, as long as the City remains with Xerox. Other vendors will charge the City <br />for the buy out of the Xerox leases, as well as origin fees and taxes. Thereby insuring <br />the upgrades with Xerox is less than with other vendors <br />Item # 13 <br />Current <br />Type of <br />Proposed <br />Type of <br />Location <br />Yr. Cost* <br />Copier <br />Yr. Cost* <br />Copier <br />Difference <br />Utility/Corp. <br />Yards Admin. <br />$14,736.00 <br />5065 <br />$12,563.64 <br />DC265 <br />-$2,172.36 <br />WWTP <br />$5,244.00 <br />5322ADH <br />$4,851.96 <br />DC230 <br />-$392.04 <br />Water Bldg. <br />Corp. Yards <br />$2,154.00 <br />5322 <br />$7,888.32 <br />5750 <br />+$5,734.32 <br />Utility/Corp. <br />Yards Admin. <br />$2,136.00 <br />2515 <br />$8,358.12- <br />3060 <br />+$6,222.12 <br />TOTAL <br />$24,270.00 <br />$33,662.04 <br />+$9,392.04 <br />Costs are for leases for 60 months <br />The City will not incur any additional charges, such as lease buy out costs, to upgrade <br />the copiers, as long as the City remains with Xerox. Other vendors will charge the City <br />for the buy out of the Xerox leases, as well as origin fees and taxes. Thereby insuring <br />the upgrades with Xerox is less than with other vendors <br />Item # 13 <br />