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Home My WebLink AboutR-94-0865J-94-961 11/21/94 RESOLUTION NO.9 as A RESOLUTION AUTHORIZING THE LEASE/RENTAL OF AN ADDITIONAL HEAVY DUTY TYPE E COPIER FOR USE BY THE CITY CLERK'S OFFICE, UNDER AN EXISTING BID NO. 92-93-103, FROM XEROX CORPORATION, FOR AN ADDITIONAL ANNUAL COST OF $19,000, FOR THE DEPARTMENT OF GENERAL SERVICES ADMINISTRATION AND SOLID WASTE/GRAPHIC REPRODUCTIONS DIVISION; ALLOCATING FUNDS THEREFOR FROM ACCOUNT CODE NO. 420501-610; AUTHORIZING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE ORDER FOR THIS EQUIPMENT. WHEREAS, pursuant to public notice, sealed bids were received June 23, 1993 for the furnishing of Type E Heavy Duty Copiers for various City departments; and WHEREAS, Bid No. 92-93-103 was awarded September 27, 1993, to Xerox Corporation for the furnishing of six (6) Type E Heavy Duty Copiers; WHEREAS, funds for this acquisition are available from the GSA/SW Graphic Reproductions Division, Account Code No. 420501-610; and WHEREAS, the City Manager and the Assistant City Manager in charge of the Department of General Services Administration and Solid Waste recommend an increase in the number of copiers presently utilized by City departments, from six (6) to seven (7) machines, and in turn increase the estimated annual amount from $149,544.00 to $168,544.00; and CITY COVa,,USSION M E-ETING OF UF,.0 r 1 1994 Resolution No. 94- 865 NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are hereby adopted by reference thereto and incorporated herein as if fully set forth in this Section. Section 2. The lease/rental of an additional heavy duty type E copier for use by the City Clerk's Office under an existing Bid No. 92-93-103, from Xerox Corporation, for an additional annual cost of $19,000, for the Department of General Services Administration and Solid Waste/Graphic Reproductions Division, is hereby authorized, with funds therefor hereby allocated from Account Code No. 420501-610. Section 3. The City Manager is hereby authorized to instruct the Chief Procurement Officer to issue a purchase order for this equipment. Section 4. This Resolution shall become effective immediately upon its adoption. PASSED AND ADOPTED this 1st da December , 1994. WA�..4��J emmttcm . ST PHEN P. ARK, MAYOR TTY -MRAI , CI (/ PREPARED AND APPROVED BY: APPROVED AS TO FORM AND CORRECTNESS: /l RAFI'EL O. DIAZ A. Qvt N S, I I DEPUTY CITY ATTORNEY CITY ATT EY VX ROD : cm : osk : M4758 865 - -2- CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO : Honorable Mayor and Members DATE : FILE of the City Commission NOV 18 1994 SUBJECT : Amend Resolution 93-586 Adding One(1) Additional Heavy Duty Type E Copier FROM: Cesa 00 REFERENCES: For City Clerk's office City ENCLOSURES: It is respectfully recommended that the City Commission pass the attached resolution amending the award of a contract for the lease/rental of six (6) Heavy Duty Type E copier machines from the Xerox Corporation, a non -minority, Dade County firm with their local offices at 800 SW 37th Avenue, Coral Gables, Florida 33134. The purpose of the amendment is to increase the number of Heavy Duty Type E copiers from six (6) to seven (7) machines, and increase the estimated annual dollar amount from $149,544.00 to $168,544.00. This increase amounts to a total of $19,000:00 annually for the remaining four (4) years of the agreement. The additional copier is needed as a replacement for a five (5) year old Kodak Model 235AF copier that was acquired by the City Clerk's Office in December 1989 and for which the current agreement is due to expire in December 1994. The Department of General Services Administration and Solid Waste/Graphic Reproductions Division is recommending that the City Clerk's Office replace their five (5) year old Kodak Model 235AF copier acquired in December 1989. As a replacement, we suggest a Type E Xerox Model 5388 copier which is equivalent in size, speed and performance to the Kodak Model 235AF. In addition, the five (5) year lease/rental agreement with the Xerox Corporation includes full service maintenance, parts and supplies (except for paper and staples). As a result of our evaluation, it is recommended that resolution 93-586 passed September 27th, 1993, be amended to increase the total number of Type E copiers awarded to the Xerox Corporation from six (6) to seven (7) machines and increase the estimated annual dollar amount from $149,544.00 to $168,544.00. This increase amounts to an estimated total of $19,000.00 annually. The six (6) existing Type E copiers are located in the Police Department; Public Works Department; Planning, Building and Zoning Department; and the Law Department. 9 - 865 SOURCE OF FUNDS: e�/� �� 1994-1995 GSA/SW Graphic Reproductions Division, Account # 420501- 610, Amount $19,000.00. 0 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Judy S. Carter Chief Procurement Officer Procurement Management Division FROM : Ron E. Williams Assistant City Manager DATE : November 2, 1994 FILE . SUBJECT : Amend Resolution 93-586 To Add One (1) Additional Type E Heavy Duty Copier REFERENCESFor City Clerk's Office ENCLOSURES The Department of General Services and Solid Waste has verified available funding with the Department of Management and Budget to ascertain that funds are available to cover the cost of the subject amendment to Resolution 93-586 (Bid No. 92-93-103) in the amount of $19,000.00. Account Code No. 420501-610. BUDGETARY REVIEW & APPROVED BY: 1�*� Manohar Surana, Assistant City Mana r Department of Management and Budget 94- 865 ADDITIONAL HEAVY DUTY TYPE E COPIER BID NO. 92-93-103 ITEM: One (1) Heavy Duty Type E Copier DEPARTMENT: General Services Administration and Solid Waste/Graphic Reproductions Division TYPE OF PURCHASE: Contract basis for the remaining four (4) years of the lease/rental agreement. REASON: The additional machine is needed as a replacement for the five (5) year old Kodak 235AP copier that was acquired by the City Clerk's Office December 1989, for which the current agreement will expire December 1994. FUNDS: 1994-95 GSA/SW Graphic Reproductions Division, Account Code No. 420501-610. RECOMMENDATION: IT IS RECOMMENDED THAT AWARD BE MADE TO XEROX CORPORATION T AN ANNUAL COST OF $19,000.00. hie Proc ement Offi r v II q , 9 �-1 Dat 9A- 865