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HomeMy WebLinkAboutOrdinance 15921Ordinance No. ~`~~ AN ORDINANCE INCREASING ESTIMATED RECEIPTS AND APPROPRIATIONS IN THE' NEW EQUIPMENT PURCHASE FUND IN THE AMOUNT OF $172,500.00. TO BE OBTAINED THROUGH THE CITY'S EQUIPMENT NOTE PROGRAM APPROVED ON FEBRUARY 9, 1999, (M&C G- 12462) BY ORDINANCE NO. 13701 AND AS AMENDED (M&C G-12681) FOR THE PURPOSE OF FUNDING A PURCHASE AGREEMENT FOR THE PURCHASE AND INSTALLATION OF TWO HIGH SPEED AND VOLUME PRINTERS FOR THE INFORMATION TECHNOLOGY SOLUTIONS__ DEPARTMENT FROM THE XEROX CORPORATION; PROVIDING A SEVERABILITY CLAUSE MAKING THIS ORDINANCE CUMULATIVE OF PRIOR ORDINANCES AND REPEALING ALL PRIOR ORDINANCES IN CONFLICT HEREWITH; AND PROVIDING AN EFFECTIVE DATE. BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FORT WORTH, TEXAS: SECTION 1. That in addition to those amounts allocated to the various City departments for Fiscal Year 2003- 2004 in the Budget of the City Manager, there shall also be increased estimated receipts and appropriations in the New Equipment Purchase Fund in the amount of $172,500.00 to be obtained through the City's Equipment Note Program approved on February 9, 1999, (M&C G-12462) by Ordinance No. 13701 and as amended (M&C G-12681) for the purpose of funding a purchase agreement for the purchase and installation of two high speed and volume printers for the Information Technology Solutions Department from the Xerox Corporation. SECTION~2. That should any portion, section or part of a section of this severability clause be declared invalid, inoperative or void for any reason by a court of competent jurisdiction, such decision, opinion or judgment shall in no way impair the remaining portions, sections, or parts of sections of this ordinance, which said remaining provisions shall be and remain in full force and effect. SECTION 3. That this ordinance shall be cumulative of Ordinance No. 15636 and all other ordinances and appropriations amending the same except in those instances where the provisions of this ordinance are in direct conflict with such other ordinances and appropriations, in which instance said conflicting provisions of said prior ordinances and appropriations are hereby expressly repealed. SECTION 4. This ordinance shall take effect upon adoption. APPROVED AS TO FORM AND LEGALITY: an City Atto y ADOPTED AND EFFECTIVE~~~J~,;Y 1 ~~J-~~ City of Fort Worth, Texas Mayor. and Council Communication COUNCIL ACTION:. Approved on 3/23/2004 -Ordinance No. 15921 DATE: Tuesday; March 23, 2004 LOG NAME: 13P04-0054 REFERENCE NO.: **P-9933 SUBJECT:- Purchase Agreement and Appropriation Ordinance for Two Xerox High Speed, High Volume Printers and Supplies from Xerox Corporation for the Information Technology Solutions Department RECOMMENDATION: It is recommended that the City Council: 1. Authorize a purchase agreement for the purchase, and installation of two high speed volume printers(one DP90, and one DP75MICR model), for the Information Technology (IT) Solutions Department, from Xerox. Corporation, using a State of Texas Department. of Information Resources (DIR) purchase contract at an estimated cost of $172,500; and 2. Authorize the purchase of consumable supplies, meter charges and maintenance for both printers, .from Xerox Corporation, using a State of Texas DIR purchase contract for an estimated cost of $2,570 per month; and 3. Adopt the attached appropriation ordinance increasing estimated receipts, and appropriations in the New Equipment Purchase Fund by $172,500, to be obtained through the City's Equipment Note Program approved on February 9, 1999 (M&C G-12462), Ordinance No. 13701. DISCUSSION: In April, 2001- (M&C P-9351), the IT Solutions Department leased two. Xerox printers, purchased consumable supplies, and received at no cost a third Xerox printer for the mainframe computer environment. The lease for these printers was for a three year period. The current printers are at the end of their lease and projected useful life. A team of IT Solutions and Finance Department staff evaluated .the requirements of the proposed purchase. The necessary requirements for the system included: 1. eliminating the current single point of failure, 2. the ability to change how checks are printed and 3. the ability to continue printing custom forms that have been developed for City departments. The evaluation team believes that the proposed solution is one that should serve the City for at least the next five years. With the purchase of new printers, the single point of failure is eliminated because each printer can be directly connected to the system. With some modification of existing processes, the new printers will allow the City to discontinue the use of a 20 year old impact/line printer to print vendor and payroll checks. Because of its age the impact/line printer is becoming more difficult to maintain. If the City were to choose a printer manufacturer other than Xerox; the City would need to spend time, and additional dollars to modify the current electronic forms serving the Police, Fire and Municipal Court Departments. The consumable supply and maintenance costs for equipment is projected to be about 18% less than the current expenditures for those items. The new printers will also facilitate an approximate 20% increase in speed, for the completion of print jobs which will allow delivery of reports and other print items in a more expedient Lo~name: 13P04-0054: PaoP 1 of 7 manner to our customers. This purchase will be financed using the. Equipment Note Program process. M&C G-12681 formally established the use of Equipment Tax Notes. Although the program was originally established to finance high dollar, long lasting fire apparatus, it has been recommended that the Equipment Note .Program be used for any lawful purpose. The City's finance rate is significantly lower than leasing the printers through Xerox or another outside leasing company. The IT Solutions Department will make annual payments to the Debt Service Fund, for the .proposed purchase. The approximate annual payment for three years will be $60, 000. On September 2, 2003, the City Council approved M&C P-9845 that authorizes the City of Fort Worth to use the State of Texas DIR procurement process.- DIR is authorized to offer competitive purchasing programs. to state agencies, public institutions of higher learning, public school districts and local governments. DIR has negotiated contracts with Catalog Information Systems Vendors (CISV), that ensures the aforementioned agencies receive a competitive price for procurements. M/WBE - A waiver of the goal for M/WBE subcontracting requirements was requested by the Purchasing Division, and approved by the M/WBE Office, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. FISCAL INFORMATION/CERTIFICATION: The Finance Director certifies that .funds for the purchase of the equipment will be obtained through the City's Equipment Note Program, and the funds for operating supplies and maintenanace are available in the current operating budget, as appropriated, of the Information Systems Fund. BQN\04-0054\LGS TO Fund/AccountlCenters FROM Fund/Account/Centers PI68 539120 0043020 $15.420.00 P 168 541320 004196004002 $172.500.00 Submitted for City Manager's Office b~ Charles Boswell (6183) Originating Department Head: Jim Keyes (8517) Robert Combs (8357) Additional Information Contact: Kate Yarhouse (8465) Lo~name: 13P04-0054 PAUP, ~ of ~.