HomeMy WebLinkAboutAgenda Report - August 1, 2001 E-07CITY OF LODI COUNCIL COMMUNICATION
AGENDA TITLE: Adopt resolution authorizing the purchase of replacement photocopier for City Hall
Administration ($38,760)
MEETING DATE: August 1, 2001
PREPARED BY: City Clerk
RECOMMENDED ACTION: That the City Council adopt a resolution authorizing the purchase of
one Xerox 480 high-volume copier from the Xerox Corporation, using
pricing under Los Angeles County's Purchase Agreement with Xerox,
for the amount of $38,760 (*two year maintenance contract included).
BACKGROUND INFORMATION: The present Administration copier, a Xerox Model 5385, was
purchased in May 1996 and has since produced over 2.3 million
copies. This copier is typically used for duplicating Council and
Planning Commission informational packets, agendas, and minutes;
Public Works bid specification packets; FPPC Campaign Statements, Conflict of Interest Statements and
candidate packets; City Attorney case files; Human Resources recruitment flyers, job specifications,
benefit and new -hire packets; and Electric Utility, Fire, Community Center, Finance, Library, and Animal
Shelter staff utilize this high-volume copier for various booklets, pamplets and flyers.
In recent months, down time has greatly increased due to equipment failures, paper jams, damaged
originals, and resulting calls for service to repair malfunctions and replace parts. As a result, several of the
jobs normally handled by this machine are being taken to outside facilities in order to meet deadline and
quality requirements. Xerox no longer trains technicians to repair the 5385, and has discontinued
production of replacement parts.
A comparison was made of three leading copier manufacturers: Canon, Ricoh, and Xerox. Canon was
unable to meet our high volume requirements. Staff attended demonstrations on Xerox and Ricoh models,
and were provided product specifications, cost, and maintenance estimates for models which they
recommended. While the Ricoh Aficio 850 was comparable to the Xerox 480 in features, performance,
and cost, the Ricoh contains three times more moving parts and was simply too large to fit in our available
copy room space.
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 480 carries a list price of approximately
$58,000. Through the LA County agreement, this model is available at a discount to the City of Lodi for
$25,318.02 (includes 7.75% tax and a $3,000 trade-in on the Xerox 5385). The *maintenance contract is
$560 per month ($13,440 for 24 months).
NOTE: This copier request was reviewed by Information Systems staff and approved by IS Manager
Stan Helmle.
APPROVED:
H. Dixon Flynn a#Vanager
Council Communication
Request for City Hall Copier
August 1, 2001
Page 2
It is therefore recommended that the City Council authorize the purchase of the Xerox 480, under
provisions of Lodi Municipal Code Section 3.20.070, using the LA County purchase agreement with Xerox
to best meet the interests of the City.
FUNDING: Capital Budget: $38,760
Vicky McAthie, Pinance Director
Finance Director
Reviewed by:
Stan Helmle
Information Systems Manager
Prepared by Jacqueline L. Taylor
Deputy City Clerk
Submitted by:
Susan J. Blackston
City Clerk
RESOLUTION NO. 2001-182
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE PURCHASE OF ONE XEROX MODEL 480 HIGH-VOLUME
COPIER FOR ADMINISTRATION
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 interest of
the City to do so; and
WHEREAS, the present Administration copier, a Xerox Model 5385, was
purchased from Xerox in May 1996 and has since produced 2.3 million copies; and
WHEREAS, Xerox has discontinued training repair technicians on Model 5385,
and plans to stop production of replacement parts, as well as increasing its maintenance
program fees on discontinued models to defer costs; and
WHEREAS, a comparison was made of the three leading copier manufacturers,
Canon, Ricoh, and Xerox. Canon was unable to meet our high-volume requirements.
Staff attended demonstrations on Xerox and Ricoh models. While the Ricoh Aficio 850
was comparable to the Xerox 480 in features, performance, and cost, the Ricoh
contains three times more moving parts and was simply too large to fit in the available
space in the copy room; 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. The
Xerox Model 480 carries a list price of approximately $58,000. Through the LA County
agreement, this model is available at a discount to the City of Lodi for $25,318.02, which
includes 7.75% tax and a $3,000 trade-in on the Xerox 5385. The Maintenance
Contract is $560.00 per month ($13,440.00 for 24 months); and
WHEREAS, it is staff's recommendation that the City Council authorize the
purchase of the Xerox Model 480 at the total cost of $38,760.00, which includes the
24 -month Maintenance Contract.
NOW, THEREFORE, BE IT RESOLVED, that the Lodi City Council hereby
approves the purchase of the high-volume Xerox Model 480 copier from Xerox
Corporation at the cost of $38,760.00, which includes the 24 -month Maintenance
Contract.
Dated; August 1, 2001
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I hereby certify that Resolution No. 2001-182 was passed and adopted by the
City Council of the City of Lodi in a regular meeting held August 1, 2001, by the
following vote:
AYES: COUNCIL MEMBERS — Hitchcock, Howard, Land, Pennino and
Mayor Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
ffle ONE,
SUSAN J. BLACKSTON
City Clerk
2001-182