2004 AGN SEP 07 I15 - Laserfiche WebLink

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Item #15 CITY OF COLTON AGENDA REPORT FOR THE COUNCIL MEETING OF, SEPTEMBER 7, 2004 TO: HON. MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: CAROLINA P. BARRERA, CITY CLERK SUBJECT: APPROVE A 60 -MONTH LEASE AGREEMENT WITH XEROX FOR A WORK CENTRE PRO 90 DIGITAL MULTI -FUNCTIONAL COPIER IN THE AMOUNT OF $1622.57 PER MONTH DATE: September 1, 2004 BACKGROUND: The City Clerk's Office monitors all machines and oversees the budget for the Mail and Reprographics Center in City Hall. The Xerox copier is located in the copy center. The lease for the copier DC480 will terminate next year. In May 2001, the City Clerk's Office reduced the number of copiers from two to one. This was done in order to address the challenge of energy conservation and still continue to meet the copier needs of the city. ANALYSIS/DISCUSSION: City Clerk's Staff continually evaluates the printing needs of its customers, which include the offices of the City Manager, the City Council the Finance department, Customer Service Unit; Public Services Department, Community Services, Community Development, the City Library 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, up to 25 pages. The majority of these departments use the City Clerk's copy center for high volume projects. 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 May 2001 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the copier needs of the city, but staff continually evaluates whether there is a need to replace equipment that becomes outdated and unable to meet the increased needs of the departments that use the copy equipment daily. The City Clerk budget for this line item is held to a limit of $24,000 per year for the reprographics center. BIDDING,EXEMPTION Xerox has offered the City of Colton the opportunity to enter into 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.