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Home My WebLink AboutRES 181 Draft 01 1994-1996COUNTY OF HAWAII STATE OF HAWAII RESOLUTION N0. 1~1 95 RESOLUTION AUTHORIZING THE REPLACEMENT OF A COPY MACHINE AND FOLDER /STAPLER FOR THE COUNTY CLERK'S OFFICE WHEREAS, Section 10-11 of the Hawaii County Charter requires that any contract, lease or other obligation requiring payment of funds from the appropriations of a later fiscal year or more than one fiscal year be approved by resolution; and WHEREAS, the County wishes to enter into amulti-year lease contract to replace a copy machine and folder/stapler for the Office of the County Clerk--Machine Room; and WHEREAS, the department's existing copy machine, which services all county agencies, has required frequent repair and maintenance due to the high volume demands and the 5-year lease expires on September 27, 1995; and WHEREAS, the County Clerk's Duplicating Services account for the current fiscal year contains appropriations of $44,200 for the lease of a new copy machine; and WHEREAS, a copy of the lease contractor one substantially similar is attached as Exhibit A. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE COUNTY OF HAWAII that (1) the Mayor is authorized to enter into amulti-year lease for the replacement of a copy machine and folder/stapler to be utilized in the Machine Room of the County Clerk's Office and (2) sufficient funds be budgeted in future fiscal years to cover the anticipated obligation of the County under the lease agreement. BE IT FURTHER RESOLVED that the Clerk of the County of Hawaii transmit copies of this resolution to the Department of Finance and the County Clerk's Office. Dated at Hilo, Hawaii, this 4th day of October , 1995. BB/crk CO Co I hereby certify that the f vote indicated to the righ the County of Hawaii on ATTFST:i~~""""_- ~~~~~~ INTRODUCED BY: -~~ ~~ Council Member, County of Hawaii R OLL CAL L VOTE NTY COUNCIL only of Hawaii Aye NOES ABS EX -Tito, Hawaii Arakaki X Bonk-Abramson }{ regoing RESOLUTION was by the Childs X the COUNCIL of hereof ado ted b De Lima }{ p y October 4 1995 DO11"`ig° X , Osorio }{ Rath X Ray X ~ Smith X 9 0 0 U o t 0 Reference C-691 /FC -138 COUNTY CLERK CHAIRMAN & PRESIDING OFFICER RESOLUTION NO. YsZ 95 nCICU/l ncrsvn UPtUtH HlaMttMtN 1 Thfs Xerox Order Agroement covero tronsactlon(a) checked below antl Ineorpomea the Ganerol Terms and Condttlona on the reveroe elda of the Curtomer copy and other documents referonced below. ~ ~ ^ Equipment Purchase (or Add-On) Lf/rerm Lease (or Add-On) Q;MIdrHemmar.OMy 4Ylgtwhtsrtrnde• NoL't (Inaludlrlg Pr1aPpn Conversienl ?4 GUSTOME NAME r -- - ItIIFT ALLED AT C STOMER N E E Q C D P R NT COMPANY I DIFFE ENT) E OVERFL ~ STREET ADD S S F R, M O TINO BO% NUMBER / ROUTI TREE? ADDR ~ A I E 7ZV- CI TE ZI ~ / y. ° a~-+ 9.:~w >?lew:.'~ e.a~ a r.4~ 'TI r .a;5kw t i.` F ~ *R. ~' COUNTY INSTALLED $'"F AT p ~-.,~. a n ~ ~~ "~• ~ „ l ~~r P ~, a "~t'*" Xerox Equlpmmt Orl4r Inbrmetbn I qy x.rw vroeuil IE.iuirq Sww e n In Iaa«. Pn P l C Llp Pn « Im Ih4ucUm. • . w a n OMwagn. p W nu nl T«a~n aM1w NM Ph« Term M AgrNtnert (~ I MOIINIe / ~ / ~ ~ ~~ \ / ~ O C.(J /V V Total Mtmtny Minimum Lease Payment f / ZD £f F ~ OO (E.alr.. a s.lw« r.al ~~ Purchase DDaon Amount: s r s y - ~ti _ , tea... / _ ` ~ / ~ w A G D«cription d Mainbnanw Plen InGUtletl in TWeI Monmh L«« Peymsm a Y! '~ w r /~ Cagy Cn M NINA upenroty In acwrdenw wNl tlv kWNenana Prlp LNI I dk t 0 n a e Fj' •~1- / ~ ~~ x-« Ouranar ~/~ cgw Aew.uw. J olalm MNM Rase TNMe TNeI NN Price (Eacluaha of SaleLUae , Copy Clpaw (~03 5 N; ~MaNr 7 / ~~ Lr T t Tu Meinbnance enE Supply CNargsal yga »~t iU f J ' / sMll c«..w: - Na.. t «cW Inrnolp gaquil«: ^ YN I1!rNO Ra mn a Imwrtlra C nminnlNCtlbn: ^ Yw [;N6 Malw« ay ppll« : ^ Yb ~FIO +•~.M~pantyver0r4w YWenMmlr nrm L««a1CNil NIMe omerNiaSB /~•yJJ IFa Twm lYYe«eewMl«en epnMbwlNweN«artlaae tlenebleaaa parleele•rwil 9.eU w. InaW Term: ~ - BIII Cods: ~ ShiR Coverage: ~ - Hours: Gw't Firm Contract Option ^ Gov't Flap) Yeer Option ^ Gov't Flsl;al Year B ins: ~ / eg ..: - K•ta Summer Option Fllurlaa Cualomar Numner HequsrtW DelNSry DNe: / / 95 _ TAX EXEMPT ^ Yea ~Ko - - - - - (Anson EAemptbn cmtmptel Sale sin fine vusc 1 Tohl Wwnnry MonlM1a ToW PrspaW Flnerlce Psymants HARDWARE Mwrtne EXISTING XTI, CTI. RST Equipment to W removed I ~ ADDITIONAL SUPPLIES Irur. eer~u Nat aerial e'a 8 CM. Taq n OTY. REORDER a Rueel v taxu %ema Supply Contrail a PURCHASE ORDER INFORMATION IelrnlMw ere.. Rahrmcaa an for BIIIYp Puryo«a onhl Cualanw Requlr« PumM1e» Ober Numner: y.ren ^ No PumNW Dree Numaen Fa Th'o Oreer. Meintansnw: Otnw: - ~ Sy 75 s Y« No ' DW Ye Ng Mts Yea No dX P xeroa Priw lief . 7 S altif'1 Egmpmant Purclla« Tenna anti Cononbna 1/1/94 ^ ^ Equipment TretlNn Agreement 1/1/94 ~^ e ^ ^ Meimenenw Services Tema uM ConOabns 1/1/9/ ^ ^ Oman ^ ^ Maintanerlw Pnw Gat r ^ ^ Tarm Lsa« Terms and Coneniwe t/1aM @i[] peat: ^ ^ NagoliahWGOV'1 Contrsct e ~ ^ ^ Proeuil Specelwtion SA«I ^ ^ qry~ ^ ^ -. rv. ....v.. ~/ `~~ eM« Rap. PM1ms M ~ ~ ~~ Customer signature bebw acknowledges rlsoeipt of _ dlxumenis (see "yes" bozos filled in above( far inWrpo2oon into this agreement. Name: su.a R.P. orau A~anowNeaam«, Ivieaae Pnen Phone M: Xerox Corporation Signature Signature Aoreplan mr xara, Title Date Title _ Dale Form 50900 (1/1/941 XEROX E~{$1$IT ~ L~ xEROX^ is a traaemars of xEROx CoRPORaT'~ct: Issue Date January 1,1994 TERM LEASE TERMS AND CONDITIi The following terms and conditions are in addition to the General Terms and Conditions contained on the reverse side of the Order Agreement. 1. SERVICES AND SUPPORT. During the lease term, Xerox will provide the Basic Services described in Section 7 of the General Terms and Conditions relative to all Equipment (including Options and Accessories) yqu are leasing from Xerox on a term lease basis ("Leased Equipment") If the Leased Equipment includes licensed Software, Xerox wdl also provide Software Support as specified in the applicable Pnce List or elsewhere in this Agreement. 2. MONTHLY PAYMENTS. The monthly minimum lease payment is composed of charges for the use of Leased EgUipment and charges for its maintenance. There may be additional meter charges based upon actual usage. The term Maintenance Component" shall mean the maintenance charges and meter charges, collectively. Monthly payments shall commence one month after the Installation Date, and subsequent payments shall be due on the same day of each succeeding month. 3. MAINTENANCE COMPONENT INCREASES. Xerox may increase the Maintenance Component without prior notice one year after the Installation Date or, if you are receiving governmental pricing, upon expiration of the current governmental Price Lirt, and thereafter at the end of every t 2th month. Each increase shall not exceed 10% of the then applicable Maintenance Component. 4. TITLE AND RISK. The title to Leased Equipment shall remain with Xerox, unless and until you exercise your option to purchase the Leased Equipment, at which time it will pass to you. The risk of loss arising due to your fault or negligence, or due to theft or disappearance, shall pass to you upon the date the Leased Equipment is delwered to the Installed-at-Address. The risk of Igss due to all other causes shall remain with Xerox, unless and until you exercise your option to purchase the Leased Equipment, at which time it will pass to you. 5. EQUIPMENT RETURN. Upon expiration of the lease term, and provided you have not purchased the leased Equipment, You shall return the Leased Equipment, together with any related licensed Software. Xerox will pay all placement and removal charges, other than for excess rigging which shall be billed to you. 6. RENEWAL. Unless you provide written notice to Xerox at lean 30 days before the end of the lease term of your intention not to renew the lease term, it will be deemed automatically renewed for one additional period of 72 months at the same price and on the same terms and conditions. 7. ASSIGNMENT. In the event that Xerox assigns any of its obligations under this Agreement, Xerox shall remain primarily responsible to perform those obligations. Any claim or defense you may have relating to those obligations must be auerted only against Xerox and not its assignee. 8. BREACH. If yyou breach any of your obligations under this Agreement, Xerox may, in addition to iu rights under Paragraph 10 of the General Terms and Condifionz, require immediate payment of the entire unpaid minimum monthly lease payments, plus all other amounts due hereunder (including the Purchase Option Price), less any unearned charges. Xerox may also exercise all rights and remedies of a secured Party. 9. SECURITY INTEREST. Unless and until you exercise your option to purchase the Leased Equipment, Xerox shall have a purchase money security interest in the Leased Equipment in order to secure payments due under this Agreement. You will promptly execute any documents Xerox deems reasonably necessary to file and perfect its security interest. If you fail to do zo, Xerox may execute the documents on your behalf. Xerox may conspicuously mark Equipment to identify its security interest and you may not place any conflicting mark on the Equpment or permit the Xerox mark to be removed. 10. PURCHASE OPTIONS. Upon written notice to Xerox at least 30 days before the end of the lease term, and provided you are not in breach, you may.purchase the Leased Equipment at the end of the lease term at the Purchase Option Price indicated on this Agreement, together with any applicable taxes. Upon t 5 days prior written notice to Xerox at any time during the lease term, and provided you are not in breach, you may purchase the Leased Equipment by paying all minimum monthly lease payments due for the remainder of term (less any unearned charges), plus the Purchase Option Price, toggether with any applicable taxes. When these amounts have been fully paid, the lease term will terminate and title to the Leased Equipment will transfer to you. If you purchase Leased Egwpment under this Paragraph, it shall be deemed In-Place Equipment and is sold on a strict "AS IS, WHERE IS" basis without any warranty. Form #50900 (January 1, 7994) XEROX Effective July 1, 1995 - STATE & LOCAL GOVERNMENT ADDENDUM TO TERM LEASE /INSTALLMENT PURCHASE TERMS & CONDITIONS The following terms and conditions are m addition to the Term Lease i Installment Purchase terms and Conditions for State 8 local transactions: 1. FUNDING. The Customer states that it is its mte tit to make all payments repwred to be made under [his Agreement. In the event that, through no anion initiated by you, your_ I_.egislaove body does not appropriate funds for the conunuatlon of this Agreement fo_r any fiscal year after the first fiscal year, and rt has no funds to do so from omer sources, this Agreement maY be terminated. To effect th~z termination. you shall, 30 days poor to the beginning of the fiscal year for which your legislative body does not appropriate funds, send xerox written nonce stating that your legislative body faded to appropriate funds. Your nonce shall be accompanied by payment of all sums then owed xerox under this Agreement, and shall certrfy that the canceled EQwpment is not being replaced by equipment performing similar functions during the next ensuing fiscal year. You shall, at your expense, return the EQuipment to xerojt~in good condition to a location designated by Xerox. The title must be unencumbered and, upon delivery, shall revert to xerox. You will then 6e released from your obligations [o make any further payments to xerox. Prior to returning the Eowpment, you shall make a reasonable effort to find a sable assignee within your general organization who can continue this Agreement, and advise xerox of the results. it you end up returning the Epuipment, xerox shall retain all sums paid under this Agreement. ~ ' 2. TAX TREATMENT. this Agreement has been accepted on the basis of xerox claiming any interest paid by you as exempt from federal income tax under settion 103(4 of the Internal Revenue Code of 1986. Should the United States Government disallow the benefit of this exemption as a result of your failure to comply with relevant IRS Code and Taz Regulations, or as a result of ine inn Dp6ca bihty of such settion 103(c) at the time this Agreement is accepted because of your status, then, subject to availability of funds and upon demand by xerox. you shall pay xerox the difference between the interest already paid Xerox and the finance charge that would have been payable had xerox applied to this Agreement the lowest generally applicable finance rate for its best commercial customers. 3. ASSIGNMENT. Notwithstanding any different provision m the appbcable terms and conditions, xerox may not sell, assignor transfer this Agreement, and any attempted sale, assignment or transfer shall be void and without effect. XEROX PREPARED FOR: County Of Hawaii Machine Room PROPOSED UNIT: THE XEROX 1090 COPIER-DUPLICATOR With Folder/Stapler Pricing Proposal for Lease and Purchase TRADE IN: 1090 & Folder/Stapler SOH Bld List # PL 94-79/ Item # 23 Present Costs: Lease $2,250 Copy Volume: 325,000 Copy Costs: None -included in "flat rate" lease XEROX EQUITY LEASE PLAN (Includes Full Service) MACHINE LEASE/month Coov Allowance Plan for Hlgh Volumes a/za/ss Price is fixed for term 2 Year 3 Year --~ 4 Year ~--'""' 5 Year 4°~ Tax $2,646.08 $2,208.30 $2,020.11 920 81 $1 Price with Tax Included: 105.84 88.33 $2 751 92 80.80 ~ , . 76.83 , . $2,296.64 Includes 200,000 copies and 0039 o $2,100.91 1 9 7 6 . ver (.OOI058 w/th t axJ OPTION TO PURCHASE AMOUNT $2,000.00 $2,000.00 $1 500 00 COST COMPARISON: , . $1,000.00 Average Copy Volume: New Lease Includes 200,000 copies and.0039 over (.004056 wrM fax ~ 325,000 Base Lower/month by: $1,920.81 Ave # copies over base 150,000: $329.19 Cast of Overage ~ .0039 125,000 New Total Costs: $487.50 Present Lease Costs: Includes all copies $2,408.31 most Differe~cP at Av ~~ol ~m - - $2,250.00 $158.31 DIREC T PURCHASE PRICES: RECOMMENDED CONFIGURATION: 1090 WITH RDH/Finisher & Folder/Sta pler _IST PRICE: $63,100.00 TRADE - IN/BID LIST DISCOUNT $27,785.00 :ASH PURCHASE PRICE: $35,315.00 Service and Supplies: Lease Prices include all parts and service. If Purchased, Hi Vol. Service is $1,290 includes 150,000 copies and .0062/copy and includes all parts and labor Or regular Service is $210/month and .0097/copy. Price can change each fiscal year if purchased. Supplies consist of dry ink, developer, fuser and plain paper. Supplies average .003 cents/copy. Shipping and Delivery are FREE (stairs may be extra)