HomeMy WebLinkAboutAgenda Report - May 15, 1996 (79)T'
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CITY OF •DI; COUNCIL COMMUNICATION
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AGENDA TITLE: Purchase of Replacement Photocopier for Administration
($24,001.36)
MEETING DATE: May 15, 1996
SUBMITTED BY: City Clerk
RECOMMENDED ACTION: That the City Council authorize the purchase of one Xerox Model 5385
high-volume copier from the Xerox Corporation, using pricing under Los
Angeles County's Purchase Agreement with Xerox, for the amount of
$24,001.36.
BACKGROUND INFORMATION: The present Administration copier, an IBM Series III Model 70, was
purchased from Eastman Kodak in June, 1990. Because the IBM Model
70 is over ten years old (it was remanufactured in 1990) IBM has
announced plans to discontinue production of replacement parts. Consequently, Eastman Kodak (responsible for
maintenance of IBM copiers since 1989) has increased the cost of maintenance in an effort to encourage IBM owners to
consider replacing their copiers. (Eastman Kodak increased the City's maintenance agreement cost by over 30% in 1994,
and is expected to continue price increases until IBMs are out of service). With the proposed 5 -year maintenance agreement
for the Xerox model 5385 (includes all parts, labor and supplies, - except paper and staples) the cost of maintenance would
be reduced by approximately $200 per month compared to the current maintenance agreement for the IBM Model 70.
Of the two leading manufacturers of high-volume copiers (Kodak and Xerox), Xerox appears to have the edge in copying
capabilities and pricing. Through a pricing agreement with the County of Los Angeles, Xerox is able to offer LA County
pricing to cities and counties throughout California. The Xerox model 5385 carries a list price of $49,240.00. Through the
LA County agreement, this model is available to the City of Lodi for $33,695.00. With a trade-in of $12,305.00 offered for
the IBM copier by Xerox, the net cost to the City for the 5385 is $24.001.36, including sales tax. (By contrast, Kodak's
closest model, an ImageSource85, is priced (through the State of California Multiple Award Schedule offering GSA pricing
to cities and counties) at $35,354.00 plus tax, less $2,000 trade-in allowance for the IBM).
It is therefore recommended that the City Council authorize the purchase of the Xerox Model 5385, under provisions of the
Lodi Municipal Code Section 3.20.070, using the LA County purchase agreement to best serve the best interest of the City.
FUNDING: Replacement Equipment Funds
J fifer M. rrin, City Clerk
Prepared by Joel Harris, Purchasing Officer
APPROVED: -
. DIXON FCYWN
City Manager
W
RESOLUTION NO. 96-52
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING THE PURCHASE OF ONE XEROX MODEL 5385
HIGH-VOLUME COPIER FOR ADMINISTRATION
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WHEREAS, Lodi Municipal Code, Section 3.20.070, authorizes dispensing with bids for
purchases of supplies, services or equipment when it is in the best interests of the City to do so; and
WHEREAS, the present Administration copier, an IBM Series III Model 70 was purchased
from Eastman Kodak in June, 1990 and is presently over ten years old, as it was remanufactured in
1990; and
WHEREAS, Eastman Kodak who has been responsible for maintenance of IBM copiers
since 1989, has announced plans to discontinue production of replacement parts; and
WHEREAS, Eastman Kodak has also increased maintenance costs in an effort to
encourage IBM owners to consider replacing their copiers; and
WHEREAS, with the proposed 5 -year maintenance agreement for the Xerox Model 5385
which includes all parts, labor and supplies except paper and staples, the cost of maintenance
would be reduced by approximately $200 per month compared to the current maintenance
agreement for the IBM Model 70; and
WHEREAS, through a pricing agreement with the County of Los Angeles, Xerox is able to
offer LA County pricing to cities and counties throughout California; and
WHEREAS, the list price for the Xerox Model 5385 is $49,240.00, and is available to the
City through the LA County agreement for $33,695.00, less a trade-in of $12,305.00 for a total of
$24,001.36 including sales tax.
WHEREAS, it is staff recommendation that the City Council authorize the purchase of the
Xerox Model 5385 at the cost of $24,001.36.
NOW, THEREFORE, BE IT RESOLVED, that the Lodi City Council hereby approves the
purchase of the high-volume Xerox Model 5385 copier from Xerox Corporation at the cost of
$24,001.36.
Dated: May 15, 1996
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I hereby certify that Resolution No. 96-52 was passed and adopted by the City Council of
the City of Lodi in a regular meeting held May 15, 1996, by the following vote:
AYES: COUNCIL MEMBERS - Davenport, Mann, Pennino, Sieglock and
Warner (Mayor)
NOES: COUNCIL MEMBERS - None
ABSENT: COUNCIL MEMBERS - None
ABSTAIN: COUNCIL MEMBERS -None
JAC
rAYO
96-52