AgdaPkt 2000-04-24 - Laserfiche WebLink

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. 31- I REP�ORT To the Honorable Mayor and City Council From the City Manager April 12, 2000 Subject Lease agreement with XEROX for a 5100A copier machirre to serve the City Clerk, City Manager and Planning Departments. Recommendation It is recommended that the City Council approve the enclosed resolution to engage in a lease agreement with XEROX Corporation. Background The current copier machine (XEROX 1090), located between the City Manager and City Clerk's office, supports all copying needs for the City Clerk, City Manager and Planning Departments. This current machine was purchased over 10 years ago. In the past, the City Manager department has been in charge of arranging for service and supplies. However, the actual contract has been established through the Finance DepartmenYs budget (administrative expense item). The Finance Department makes the monthly payments �nd charges two cents per copy made by each department utilizing the machine (this information is obtained from a printout provided by Xerox, which identifies departments, by their user code). Description of Problem/Need With an increase in number of Agendas and Minutes copied, and the natural wear and tear of the machine, it is no longer feasible to utilize this equipment to meet the needs of the City Clerk department. On a weekly basis, this department encounters the following challenges: • machine heats up • jams up • is unable to do double sided copying • the final product is not professional looking Similarty, the amount of paper wasted, and staff time utilized for trouble-shooting is a very serious concern to our department. Currently, there is an urgent need to purchase equipment that will make our copying both efficient and successful. When copies are not done in house, there is an average cost of $350 to $600 per week for outsourcing copying of Council agenda packet material. This is an expense our department absorbs on a regular basis, due to the , , _ . ._ . . __...<<.. _ ....� _ ,