HomeMy WebLinkAbout07-04 RESOLUTIONRESOLUTION NO.07-04
A RESOLUTION APPROVING THE PURCHASE OF
APPROXIMATELY THIRTEEN (13) PHOTOCOPIERS FROM
CANON USA AT STATE CONTRACT PRICES IN AN AMOUNT
NOT TO EXCEED S127,000.00; AND APPROVING A BUDGET
ADJUSTMENT IN THE AMOUNT OF S127,000.00 FOR SAME.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas
hereby approves the purchase of thirteen (13) photocopiers from Canon USA at
state contract prices in the amount of $127,000.00.
Section 2. That the City Council of the City of Fayetteville, Arkansas
hereby approves a budget adjustment in the amount of $127,000.00 for same.
PASSED and APPROVED this 20th day of January, 2004.
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42;0 r By
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•
ATTEST:
APPROVED:
By
SONDRA SMITH, City Clerk
DAN COODY, Mayor
• City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year
2004
Department: Finance & Internal Services
Division: Purchasing
Program: Sales Tax Capital Improvements
Date Requested
1/20/2004
Adjustment Number
Project or Item Requested:
$127,000 in the Copier Purchase Replacements Capital
Project.
Project or Item Deleted:
None. $127,000 in the Use of Fund Balance.
Justification of this Increase:
The funding is needed to purchase replacement copiers
for the City of Fayetteville and the Fayetteville Public
Library.
Justification of this Decrease:
There is sufficient fund balance remaining to comply with
2004 objectives and City policy.
Increase Budget (Decrease Revenue)
Account Name Account Number Amount Project Number
Fixed assets 4470 9470 5801 00 127,000 03036 1
Account Name
Use of fund balance
Decrease Budget (Increase Revenue)
Account Number
4470 0947 4999 99
Amount Project Number
127,000
Approval Signatures
Requested By _ Date
'Budget Manager
U.
Date
Department Director Date
Finance & Internal$ervices Dir or / Date
Cere, /
dir
/-5-1
Mayor
Budget Office Use Only
Type: A 13 C� E
Date of Approval
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
Initial. Date
Initial Date
Initial Date
Date Initial Date
NAME OF FILE:
CROSS REFERENCE:
Item #
Date
Resolution No. 07-04
wlbudget adjustment
Document
•
1
12.29.03
memo to mayor & city council
draft resolution
staff
review
2
1.26.04
memo to Peggy Vice
NOTES.
• • �/2U/1y
o 7-O'/
eanory USS
CITY COUNCIL AGENDA MEMO
Mayor and City Council
Thru: Hugh Gamest, Chief Administrative Officer
Steve Davis, Finance & Internal Services Director
From: Peggy Vice, Purchasing Manger -Q
Date: December 29th, 2003
Suhj: Resolution approving purchase of copiers from Canon USA and approval
of a maintenance agreement with Preferred Office Products at .0093/copy.
Recommendation
Staff recommends approval of a budget adjustment and approval to purchase
approximately thirteen copiers for the year 2004. There are seven identified for the New
Library and six for City division copiers that were not ready to be replaced in 2003.
Background
Library
The Library Staff has identified approximately seven copiers to purchase in 2004 for the
New Library at an estimated cost of 579,000. One of the copiers would be purchased
immediately as their current copier contract has expired. They currently have a Canon
demo unit in place and are very satisfied with the new technology, functionality and ease
of use. It would save the Library an estimated 3 to 4 percent financing charge to direct
purchase with the City financing the cost over lease/purchasing through a copier dealer.
City Divisions
The initial purchase of copiers for the City has been so successful that staff would like to
replace copiers in 2004 as their existing contracts expire. We have identified six copiers
to be replaced this year at a cost of approximately $48,000. Chis will allow each division
the same technology and cost efficiency. Copiers that have been identified to be replaced
are Prosecutor's Office, Engineering, Police -Mall Substation, Dispatch, Fire and
Water/Sewer Maintenance.
Discussion
All the previously approved machines have been ordered and installed and staff is in the
process of learning the software and new features. The scan to email has been a big
benefit to the City. Numerous items that were sent via fax or copied and mailed are now
• •
being scanned to desktop and emailed. Some divisions are even scanning documents to
desktop and saving them to their servers instead of keeping hardcopy files.
The new approved copy machines will be ordered as needed off of the State of Arkansas
DIS Contract with Canon USA. Having all copiers from one vendor will allow better
tracking of cost and a lower maintenance fee.
The useful life of these copiers before having to be replaced is predicted to be a minimum
of five years.
Guiding Principle #4
This purchase is an effort by Staff to accomplish "Guiding Principle #4":
• By selecting the most advantageous leasing cost and equipment available
to the City.
• By selecting equipment that provides a means of savings on supplies and
staff time.
• By combining all copiers together in a package deal to obtain the best
available pricing in the market.
• By providing top-quality, responsive service through new technology to
the Public.
• •
RESOLUTION NO.
A RESOLUTION APPROVING THE PURCHASE OF
APPROXIMATELY THIRTEEN (13) PHOTOCOPIERS FROM
CANON USA AT STATE CONTRACT PRICES IN AN AMOUNT
NOT TO EXCEED $127,000.00; AND APPROVING A BUDGET
ADJUSTMENT IN THE AMOUNT OF $127,000.00 FOR SAME.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas
hereby approves the purchase of thirteen (13) photocopiers from Canon USA.at
state contract prices in the amount of $127,000.00. i
DJ
Section 2. That the City Council of the City of Fayette 1 Arkansas
hereby approves a budget adjustment in the amount of:$1,?1140'for sa e.
PASSED and APPROVED this 20th day of°January, 2094.
I
APPROVED 0:000?
By:\
lk1�COODY, Mayor
ATTEST:
B:I
/ONI RA SMITH, City Clerk
•
X AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
STD REVIEW FORM - FINANCIAL OBLIG/101ON
For the Fayetteville City Council Meeting of: January 20, 2004
FROM•
Peggy Vice
Name
Purchasing Division Internal Services
Division Department
ACTION REQUIRED: Approval to purchase additional copiers from the State of Arkansas
Contract with Canon USA and approval of a budget adjustment.
COST TO CITY:
$127,000.00
Cost of this request
4470.9470.5801.00
Account Number
$ - Capital
Category/Project Budget Program Category / Project Name
Capital/ Copier Replacements
Funds Used to Date Program / Project Category Name
03036 S - General
Project Number
Remaining Balance Fund Name
BUDGET REVIEW:
Budgeted item X Budget Adjustment Attached
1 -?'07
dget Manager
Date
CONTRACT/GRANT/LEASE REVIEW:
Date
City Attos.ney ' Date
Internal A 'tor
43' Ustjes?
Purchasing Manager
424
Date
1 -a-o4
Date
S • t ECOMMENDATION: Approval
Division Head
Department Director
Ate,
Finance & Internal Services
Chief 4(dministrative Officer
Dir.
Date
Date
/-5 -off
Date
1- 7-o9
Date
Mayor Date
Received in Mayor's Office
Czoss.Re_erence:
Previous Ord/Res#:
Orig. Contract Date:
Orig. Contract Number:
New Item:
Yes No
FAYETTEVILLE
IME CITY OF FAYETTEVILLE. ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Peggy Vice
Purchasing Division
From: Clarice Buffalohead-Pearman
City Clerk Division
Date: January 26, 2004
Re: Resolution No. 07-04
Attached is a copy of the above resolution passed by the City Council January 20, 2004, to
approve the purchase of 13 photocopiers from Canon USA. I have also attached a copy of the
budget adjustment. The resolution with attachments will be recorded in the city clerk's office and
microfilmed.
If anything else is needed please let the clerk's office know.
/cbp
attachment(s)
cc' Nancy Smith, Internal Auditor
Barbara Fell, Budget & Research