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TO: Mayor Thomas J. Weisner
FROM: Charles Koch, Assistant Director of Finance
DATE: May 24, 2016
SUBJECT:
Requesting Approval to accept the three (3) Year Lease Proposal from Chicago Office Technology Group for two (2) Xerox Color C60 Printers for the mailroom.
PURPOSE:
To obtain the approval to lease the printers under the Digital Photocopy Equipment Statewide Master Contract W/BEP Contract #4017714.
BACKGROUND:
The lease for the current printers expires on July 20, 2016. The current machines combined have produced 925,000 copies and Xerox is retiring the color cube technology this year. With the expiration of the lease, we need to either buy the current machines or lease new machines. The cost of purchasing the machines is $10,247.79. Because Xerox is retiring the color cube technology used in the current machines, it would not be prudent to purchase them. We wish to replace the two machines with new Xerox Color C60 Printers.
The Xerox Color C60 Printer is on the Digital Photocopy Equipment Statewide Master Contract #4017714. Thus the city can forgo the local bidding process.
DISCUSSION:
The current printers are being discontinued. By leasing new printers, all the maintenance costs will be covered under the lease with Chicago Office Technology Group. The current machines are on a lease which started July 21, 2013 and ends July 20, 2016. The new lease would be for three (3) years at $1,186.00 per month. Interest of 3.41% is included in the lease payment. Money for this lease is budgeted in 101-2543-415-39-10.
IMPACT STATEMENT:
By leasing new machines, we will avoid the costly repairs that occur in discontinued machines.
RECOMMENDATIONS:
That approval be granted to accept the lease proposal offered by Chicago Office Technology Group.
cc: Alderman O’Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Requesting Approval to Accept the Three (3) Year Lease Proposal from Chicago Office Technology Group for Xerox C60 Printers for the City Hall Mailroom.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the current City Hall Mailroom printers lease will expire July 20, 2016, and
WHEREAS, the Revenue and Collection Division desires to replace the current lease by leasing two (2) Xerox C60 printers from Chicago Technology Group through the Digital Photocopy Equipment Statewide Master Contract W/BEP contract #4017714 for thirty-six (36) months at $1,186.00 per month, and
WHEREAS, the 2016 City Budget provides funds in 101-2543-415.39-10 (General Fund) for this project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: it does hereby approve a three (3) year lease agreement with Chicago Office Technology Group of Itasca, Illinois for two (2) Xerox Color C60 Printers in the amount of $1,186.00 per month for the City Hall Mailroom through the Digital Photocopy Equipment Statewide Master Contract W/BEP contract #4017714 and does hereby authorize the Purchasing Director to issue the necessary orders to implement purchase of same.