Submitted By
Steven Drazner, CFO
Reviewed By
LKS
Agenda Item Title
Title
A Resolution Approving a Three Year Lease Agreement, Maintenance Agreement and Addendum with Xerox Financial Services LLC for Copier and Printer Equipment at a Cumulative Three Year Cost Not to Exceed $108,000 and Authorizing Their Execution
End
Overview
Overview
The Village's existing three year lease agreement with Toshiba Business Solutions (TBS) is scheduled to expire on April 30, 2017 and all equipment in our possession under this lease must be returned to TBS no later than this date. This existing agreement covers the lease of twenty-five units of copier/printer equipment used throught the village located at Village Hall, Public Works, and the Fire Stations.
Body
Staff Recommendation
Approve the Resolution
Fiscal Impact
Approximately $36,000 in annual lease payments and copy costs. This amount includes an estimate in the copy costs as well as maintenance/repairs of the leased equipment.
The estimated annual $36,000 in expense under this contract includes $2,033 per month in lease payments and approximately $1,000 per month in copy charges, or $3,000 per month.
In comparison, the existing Toshiba Business Solutions lease for similar equipment was for $2,600 per month and averaged $1,700 per month for copies, for a total monthly cost of $4,300, or $51,600 per year. Thus, it is estimated that this new lease and maintenance agreement with Xerox/COTG will save the the Village $15,600 per year.
Background
In anticipation of the approaching lease expiration date with TBS, a request for proposal was prepared for the replacement of the existing leased equipment with similar equipment. The RFP was directly distributed to certain vendors as well as placed on the Village's website and Demand Star. There was a great deal of interest in this RFP and a total of eleven responses were received from the following vendors:
Black Dog Solutions (Xerox)
Proven Business Solutio...
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