1997 AGN MAR 18 I16 - Laserfiche WebLink

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CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF MARCH 18, 1997 TO: HONORABLE MAYOR & CITY COUNCIL APPROVAL: MALIK D. FREEMAN, CITY MANAGER FROM: ANNA A. VEGA, FINANCE DIRECTO SUBJECT: AWARD OF A NEW FIVE YEAR LEASE TO XEROX CORPORATION FOR THE CITY CLERK AND PERSONNEL DEPARTMENTS IN THE AMOUNT OF $3,481.41 DATE: MARCH 11, 1997 BACKGROUND The City Clerk is currently leasing a Xerox 5065copy machine. It is in the final year of a five year lease. Personnel has a Xerox 5046 that is now seven years old and needs replacing. The Corporate Yard currently has a Xerox Model 5332 copier that is in the final year of a four year lease. The Electric Administration moved to the Corporate Yard building, therefore, the model at the Corporate Yard does not do enough volume to meet the current needs. The Waste Water Treatment Plant is currently using an old Panasonic copy machine that is constantly being repaired. DISCUSSION/ANALYSIS The City Clerk and the Personnel Dept. would like to take advantage of tagging on to the California Communities Purchasing Program Contract to replace these copiers which include the new technology now available. Xerox is also including two new fax machines at no charge. One of these fax machines is a combination printer, fax and copier. This machine will be used at the Cemetery. The City Clerk will be pooling the volume of both of their machines along with Personnel's new machine for maintenance and supply cost savings. The current cost of the lease, maintenance and supplies for the City Clerk's copier and the maintenance and supplies for Personnel's` copier are as follows: City Clerk Model 5385 $2,269.86 per month City Clerk Model 5065 $1,342.22 per month Personnel Model 5046 $ 143.44 per month TOTAL $3,755.52 The cost of the new five year lease including maintenance and supplies is as follows: City Clerk Model 5385 $2,061.25 per month City Clerk Model 5680 $1,250.89 per month Personnel Model 5624 $ 169.27 per month TOTAL $3,481.41 This is a cost savings of $274.11 per month. The Corporate Yard will be taking over the final year of the lease of the City Clerk's Model 5065 copier and the Waste Water Treatment Plant will be taking the remaining year of the Corporate Yard's Model 5322 copier at the current lease payment. Attachments: None Page 1 Item No. 16