Report to Mayor and City Council
Tuesday, January 12, 2021
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF ADDITIONAL FUNDING FOR ONGOING CITY USE OF MULTl-FUNCTIONAL DEVICES AND PRINTERS (CITY COUNCIL)
Body
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. ("Vendors"). On April 21, 2020, the City Council approved an additional $89,100 to pay taxes on the lease that were not properly budgeted for and to pay for overages from usage of the printers and devices that significantly exceeded what had been estimated. The additional funding approval was for the remainder of the 2019-20 fiscal year but given that the Vendors' contracts do not expire until well into 2021, City maintained the ability to continue making payments on the contracts in the amounts up to the total amount of funding approved by the City Council. We are now at the end of our funds authorized by the City Council, which is why we are asking for additional funds. The City has issued an RFP for new equipment to replace the current equipment that is antiquated and likely costlier to use than the anticipated cost of the new equipment. Staff anticipates the replacement vendor to have its equipment and devices available for use by the end of March, 2021.
Even though the replacement equipment and devices are expected to be installed and operational by the end of March, 2021 at a cost of $60,572, the City Council is being requested to approve additional funding in the amount of $104,320 to pay Xerox Financial Services, LLC, Xerox Corporation and Q Document Solutions, Inc., through May 31, 2021, in an abundance of caution to cover any contingencies that may present themselves during the transition period.
II. RECOMMENDATION
Recommendation
TAKE the following action(s):
APPROVE funding i...
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