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File #: 2019-1119    Version: Name:
Type: Consent Status: Agenda Ready
File created: 12/4/2019 In control: City Council
On agenda: 4/21/2020 Final action:
Title: CONSIDER APPROVAL OF BUDGET RESOLUTION NO. 20-032, FOR ONGOING CITY USE OF MULTI-FUNCTIONAL DEVICES AND PRINTERS. (CITY COUNCIL)
Attachments: 1. Exhibit No. 1 - Xerox Financial Lease Agreement.pdf, 2. Exhibit No. 2 - Xerox Corporation Agreement.pdf, 3. Exhibit No. 3 - Q Document Solutions Agreement.pdf, 4. Exhibit No. 4 - Resolution No. 20-032.pdf
Report to Mayor and City Council
Tuesday, April 21, 2020
Consent


SUBJECT:
Title
CONSIDER APPROVAL OF BUDGET RESOLUTION NO. 20-032, FOR ONGOING CITY USE OF MULTI-FUNCTIONAL DEVICES AND PRINTERS. (CITY COUNCIL)

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I. SUMMARY

The three contracts covered in this staff report are for the lease of City-wide multi-functional devices and printers from Xerox Financial Services, LLC, and related maintenance and usage agreements with Xerox Corporation and Q Document Solutions, Inc. In doing an evaluation of the charges in invoices following the hiring of the new IT Manager, we identified that taxes on the lease were not properly budgeted for and that the usage significantly exceeded what had been estimated. Actual usage is consistent with previous years' printing needs.
The City Council is being requested to approve a budget resolution that appropriates funds to cover the estimated costs associated with the three agreements for the remainder of the 2019-20 fiscal year.

II. RECOMMENDATION
Recommendation
TAKE the following action(s):

WAIVE further reading and ADOPT Resolution No. 20-032, "A RESOLUTION OF THE CITY OF CARSON CITY COUNCIL AMENDING THE FISCAL YEAR 2019-20 BUDGET IN THE GENERAL FUND" (Exhibit 4);
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III. ALTERNATIVES

TAKE another action deemed appropriate by the City Council.
IV. BACKGROUND

On October 17, 2017, City Council approved an appropriation of $150,000 for the first year of a three-year lease agreement ("Lease Agreement") with Xerox Financial Services, LLC (Exhibit No. 1), for lease of City-wide multi-functional devices and printers ("MFDs"), and based upon that approval, the maintenance and usage of the MFDs with Xerox Corporation and Q Document Solutions, Inc. doing business as Qdoxs ("Maintenance Agreements") continued, which include a per page print usage allowance and charge (Exhibit No. 2, Exhibit No. 3).1 Funding in the amount of $150,000 for each of the second and third years has been provided as part of the City's budg...

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