2003 AGN SEP 02 I16 - Laserfiche WebLink

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Item #16 CITY OF COLTON AGENDA REPORT For Colton Utility Authority Meeting of September 2, 2003 TO: Honorable Chairperson and Utility Authority Members FROM: Eric Fraser, Director of Water and Wastewater Operations SUBJECT: Award a 36 -Month Lease Rental Agreement for Copiers for the Water Department to Minolta Business Solutions, Inc., for an Annual Amount of $12,264.00 DATE: August 25, 2003 `7_fdL(eiftelIL`Ier The Water Department is currently leasing a black & white copier and full-color copier. These leases have expired and the department is requesting to upgrade their copiers to take advantage of the new technology that is available today. DISCUSSION/ANALYSIS At the Council meeting of November 5, 2002, the City Council rejected the bids for the replacement of the copier in the Human Resources Division and authorized Purchasing to re- bid for this copier. On October 10, 2002, the County of San Bernardino sent out a Request For Proposal for a copier contract. The contract was awarded on February 11, 2003, by the Board of Supervisors. Section 3.08.140 of the City's Purchasing Ordinance allows the City to enter into agreements with other agencies for the purchase of supplies, services and equipment. In such instances, the procedures of that agency shall satisfy all city requirements for the bid and award of those purchases. The City of Colton can piggyback onto the San Bernardino County RFP No. P-7. This will save the City the cost of the formal bid process and allow us to take advantage of the volume discount afforded to San Bernardino County. FINANCIAL IMPACT The lease and maintenance costs for the color copier will be shared by the Water Department (75%) and the Street Division of the Public Services Department (25%). Funds are budgeted in the following accounts for the Water Department: 521-8300-8300-2240 (Equipment Maintenance), 521-8300-8300-2420 (Equipment Lease) and Street Maintenance Division of Public Services Department: 100-6150-6160-2240 (Equipment Maintenance) and 100-6150- 6160-2420 (Equipment Lease). The black and white copier will be primarily used by the Water Department and funds are budgeted in the following accounts: 521-8300-8300-2240 (Equipment Maintenance), 521-8300-8300-2420 (Equipment Lease)