DISCLAIMER

PURCHASING AND LICENSING COMMITTEE


08-0431R


RESOLUTION AUTHORIZING CITY OFFICIALS TO CONTRACT WITH XEROX CORPORATION FOR THE FIVE-YEAR LEASE AND MAINTENANCE OF A HIGH CAPACITY COPIER/PRINTER AT A TOTAL COST OF $15,055.64 PER YEAR AND $75,278.20 FOR FIVE YEARS.

CITY PROPOSAL:

     RESOLVED, that city officials are authorized to contract with Xerox Corporation for the five-year lease and maintenance of a Xerox 4595 high-capacity copier/printer in the city hall copy/mail center, in accordance with the vendor’s quote of $9,758.16 plus sales tax of $634.28 plus print charges of $4,663.20, for a total cost of $15,055.64 per year and $75,278.20 for five years, payable from the General Fund 100, Agency 700, Organization, 1404, Object 404.


CLERK/PURCH


STATEMENT OF PURPOSE: This resolution authorizes an agreement with Xerox Corporation for the lease and maintenance of a Xerox 4595 copier/printer for the city hall copy/mail center. The annual cost of $15,055.64, payable from the general fund, is calculated as follows:


(a) Lease Payment for 12 months

$813.18 x 12 months

$9,758.16

Sales tax 6.5%

634.28

(b) Print Charges

$388.60 x 12 months

$4,663.20

Sales tax N/A

 

(c) Grand Total

$15,055.64


The copier was installed in January of 2008. The five-year, 60-month term lease expires January 31, 2013. The copier has many features, including a high capacity feeder, advanced finisher, punch, inserter and scan to personal computer.


The city clerk began seeking a replacement for the old copier in August 2007. The purchasing office provided a list of local vendors who sold Xerox, Toshiba, Konica-Minolta-Sharp and Ricoh copiers. The city clerk interviewed several vendors and considered their written proposals before selecting Xerox.


The city of Duluth has several copier lease/rental agreements with Xerox Corporation in various locations. Xerox Corporation is a worldwide corporation with a sales office in Duluth, Minnesota.


Requisition 08-0176-Clerk’s