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Home My WebLink AboutCOM 0805.000 1998-2000 OJNtY•OF N Stephen K. Yamashiro Harry A. Takahashi Mayor Director + • i ` d : i11 ScK- Schutte TE•OF .M'.•1•' .i U i epUty Countp of ~a~bjaut r. , DEPARTMENT OF FINANCE 25 Aupuni Street, Room 118 • Hilo, Hawaii 96720-4252 (808) 961-8234 • Fax (808) 961-8248 June 7, 2000 Honorable James Arakaki, Chairperson and Members of the County Council Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Resolution Enclosed is a resolution authorizing the payment of funds for more than one fiscal year for 2 copy machines for the Recreation Division of the Department of Parks & Recreation. One machine would be for the main recreation office in Hilo and the other in Waimea at the Waimea Community Center. Because the copy machine for the Recreation Division in Hilo has been going down at least three times a day, and as time is of the essence the department would like to have this resolution heard at the Council meeting held on June 21, 2000. If there are any questions, please do not hesitate to call the Department of Parks & Recreation. 464Li'd. Harry A. akahashi Director of Finance r PP OVE Stephen K. Yamashiro Mayor Enc. Comm. No. sb5 / File No. f~ fl r TF Ref. To: GOU NC (L Ref. Date JUN 0 9 26L JAMES Y. ARAKAKI vv OF it. AARON S.Y. CHUNG Chairman & Pre.ridhng 0/titer BOBBY JEAN LEITHEAD-TODD f LENINGRAD ELARIONOFF AL SMITH JULIE JACOBSON ~~N : r CY PISICCHIO Vice Chairman ~ _ , , f r J, ttadIS TYLER, III DOMINIC YAGONG COUNTY COUNCIL, County of Hawai 'i Hawai'i Count, Building 25 Aupuni Street Hilo, Hawai'i 96720 June 8, 2000 James Y. Arakaki, Chair Hawai'i County Council 25 Aupuni Street Hilo, Hawai'i 96720 RE: Resolution No. 268 - 0 0 Authorizing the payment of funds of a later fiscal and of more than one fiscal year for a multi-year lease for two (2) copy machines. Pursuant to Section I (e) of Rule 4 of the Rules of Procedure of the Council of the County of Hawai'i, this written request is submitted with my approval that the above-referenced matter be waived from the Committee on Finance to the full Council for immediate action. In reviewing this matter, timely approval is crucial. It is therefore advantageous that approval is granted and the matter placed onto the next Council agenda for review. However, in the event this request is denied, for whatever reason, I understand the matter shall be referred to the Committee on Finance for placement on its future agenda. Sincerely, Aaron S.Y. Chung, Chair Committee on Finance owed/Date/Waive to C until: Disapproved/Date/Refer to FC: am s Y. Arakaki, Chair James Y. Arakaki, Chair H ai'i County Council Hawai'i County Council 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT ; Parks & Recreation _ r)ATF ; 6/5/00 STAFF CONTACT: Arlene Miyake PHONE : 961-8740 A, REQUEST; Enter into a multi-year lease with the purchase option for five (5) years for one (1) high volume and one (1) small volume copy machine for the Recreation Division Office, 1690 Kamehameha Ave., Hilo, HI and Waimea Community Center, 65-1260 Kawaihae Road, Kamuela, HI respectively. Refer to Bid 1792, Item 12 and 6, lease Option and attached proposal. 9".h'&5 6tso Lease to be paid from A/U 010 500 5507-02 - 111 B. BACKGROUND AND JUSTIFICATION--(USE .ADDITIONAL SHEETS AS NEEDED): Past practice has been to rent a copy machine ona monthly basis. It has now been over five years since we began renting both machines, RE: Bid #1583. The machine at the Recreation Division Office can no longer accommodate the high demand from the Division. Leasing the Xerox Digital Document Centre for the Rec Office would not only mean dependability, but would cost less. The Division wilM would be saving more than $60 monthly as well as costs for constant repairs. SIGNED: T)ATF..: Azov-- Hpai trr 7t Head A Xerox Hawaii Proposal For: w~? v Parks and Rec we ~2, g~ 17q 2- Document Centre 332 Li ~iXr'~ yak" The Xerox Digital Document Centre features: Superior Image Quality, Exceptional Reliability and includes these Standard Features: Digital Document Scanner (50 Sheets), Electronic Binless Sorting (Up to 250 Setsl), Zoom Reduction/Enlargement (25% - 400%), Two 500 Sheet Paper Trays and a 50 Sheet Bypass Plus Many Morel Xerox COH Equity Lease Plan: Trade In: Xerox 5034 36 Month 42 Month 48 Month 60 Month ! Regular Lease Payment $426.28 $391.14 $367,68 $34~~g Discounted Leent $209.00 $186.23 $169.21 1145.52 Cost per Copy:.0146 a includes imaging supplies. Prices include 4% tax Pay $148 now ACCESSORY LEASE PRICES: Trayless Duplex Module (Up to 250 Sets!) Included Included Included Included Convenience Stapler Included Included Included Included 3rd and 4th 500 Sheet Paper Tray Included Included Included Included/ Fax Module (Send/Receive 2-Sided Faxes) $68.26 $60.04 $53.89 $45.33 2nd Fax Line (Send/Receive Simultaneously) $22.92 $20.16 $18.09 $15.22 High Capacity Paper Tray (2,000 Sheets) $32.25 $28.36 $25.46 $21.42 On-line Finisher (Staple up to 50 Sheets) $54.02 $47.51 $42.65 $35.87 Smart* Network Printing Controller $118.22 $106.38 $97.54 $85.23 LAN Fax Services (Requires Fax module) $16.21 $14.25 $12.79 $10.76 Scanning Services (Visioneer Paperport) $63.19 $55.57 $49.88 $41.96 Tower Mailbox (10 Bins) $19.48 $17.13 $15.38 $12.94 Envelope Tray $8.18 $7.20 $6.46 $5.44 Service and Xerox COH Lease plans include Full Service Maintenance and Imaging Supplies Lease plan includes Copy/Print cartridges which are shipped to you automatically. Installation and Delivery: Delivery charges ($100.00) and Installation charges ($125.00) are waived with the exception of any excess rigging required i:e. stairs, steps, extra labor etc. The contents of this proposal are considered to be Xerox private data and at provided for your exclusive use. The contents ham may not be reproduced without the specific written permission of Xerox. This proposal is for informational purposes only and does not consume a contract offer. Should you find this proposal of interest, we would be pleased to submit contract teens. Proposal information is good through: 6/00 For more information, please call Hank Hilliard @ 935-8967 PREPARED FOR: Parks and Rec 5/25/2000 TRADE-IN: 5312 XEROX DC212 DIGITAL Desktop Copier Item # 6, bid # 1792 EQUIPMENT PRICING PROPOSAL Gvt. LEASE PLAN: DC212 DIGITAL COPIER 3 Year 4 Year CYe r M ACHINELEASEJmonth $54.96 $44.08 .76 Copies @ .01456 - include~imaoin suppliesf- Includes Tax Option to Purchase: J 112 $300.00 $300.00 $200.00 Optional Accessories. r 3 Year 4 Year 5 Year Cabinet Stand $8.20 $6.57 $5.64 PURCHASE PRICES WITH 3 YEAR'S FREE SERVICE: LIST PRICE DC212 $2,095.00 Optional Accessories: Cabinet Stand $245.00 List Price $2,095.00 COH Discount: $229.00 Total Purchase Price: s1.866.00 Document Feeder Price based on ordering with machine - add on later cost more Service and Supply Information: Lease Plan includes service and supplies. Copies cost .014 For Purchased Machines, Service is free for 3 years & copies are free, but pay for supplies. For Purchased machines, Supply Information: Imaging supplies cost average .018 & consist of a Print Cartridge with dry ink and drum in one unit. Print Cartridge cost $330 and will make 18,000 copies 5% image coverage (Quantity breaks available.L_j Xerox guarantees to service the DC212 for up to 7 years with extended warranty . Machine is Customer Installable. Delivery Company will Install for $75. The Xerox DC212 like all Xerox products comes with an unconditional customer satisfaction guarantee. For More Information lease call Hank Hilliard at Xerox 935.8967 Xerox is the market leader in Plain Paper FAX machines Please ask me for details on 2+ Discounts.