HomeMy WebLinkAboutRES 039 Draft 01 2010-2012COUNTY OF HAWAII
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RESOLUTION NO.
STATE OF HAWAII
39 11
A RESOLUTION AUTHORIZING THE PAYMENT OF FUNDS OF A LATER FISCAL
YEAR AND MORE THAN ONE FISCAL YEAR FOR A MULTI -YEAR LEASE OF ONE
MULTI - FUNCTION COPY MACHINE FOR THE COUNCIL OFFICES LOCATED AT
THE WEST HAWAII CIVIC CENTER.
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
and more than one fiscal year be approved by resolution; and
WHEREAS, the Council offices located at the West Hawaii Civic Center ( "Council
offices ") are responsible for reproducing, faxing, and scanning documents, maps, minutes, and
reports for council members and legislative support staff located in West Hawaii, and will begin
to provide support to the 2011 Redistricting Commission; and
WHEREAS, the Council offices currently utilize a County -owned Ricoh Lanier model
LD225 black and white copier that is five (5) years old, and has produced over 121,000 black
and white copies; and
WHEREAS, the current copier is experiencing mechanical and electronic failures that
create down -time, which disables the Council offices from operating at maximum efficiency.
Additionally, the copier cannot print, copy, scan, or fax color documents. Employees voluntarily
buy their own color printer /copiers to assist in their work and also pay for the toner cartridges;
and
WHEREAS, any new copy machine leased by the County will be more efficient and
have greater capabilities than the copier currently utilized by the Council offices; and
WHEREAS, the Council offices seeks through the procurement process to lease a new
copy /printer /scanner /fax machine with network capability, black and white and color capability,
a minimum or three trays for multiple paper sizes, have a stationary platen, stapling capability in
the top left corner or along the side, a minimum of 2 GB of document memory (RAM) and a
minimum of 120 GB of hard disk, and full service maintenance for the duration of the lease; and
WHEREAS, there are sufficient funds budgeted in the current fiscal year to cover the
anticipated obligations of the County under the lease agreement, and the Office of the County
Clerk intends to satisfy payment of the first sixteen (16) months of the lease agreement with a
lump sum of approximately $4,800; now, therefore,
BE IT RESOLVED BY THE COUNCIL OF THE COUNTY OF HAWAII:
That pursuant to Section 10 -11 of the Hawaii County Charter, the Mayor is
hereby authorized to enter into a multi -year lease agreement for one multi-
function copy machine for the Council offices located at the West Hawaii Civic
Center.
2. That sufficient funds be budgeted in future fiscal years to cover the anticipated
obligations of the County under the lease agreement.
3. That the monthly lease price shall include a minimum of 5,000 black and white
copies per month and 100 color copies per month.
4. That monthly payments on the new copy /printer /scanner /fax machine shall not
exceed $300, and each additional black and white page shall not exceed one and
one half (1.5) cents per page and each additional color copy shall not exceed nine
(9) cents per page.
5. That Office of the County Clerk shall initially pay approximately $4,800 to satisfy
payment of the first sixteen (16) months of the sixty (60) month lease.
6. That the term of the lease agreement shall not exceed five (5) years.
BE IT FINALLY RESOLVED that a copy of this resolution shall be transmitted to the
Department of Finance and the Office of the County Clerk.
Dated at Hilo , Hawai`i, this 2nd day of March , 2011.
INTRODUCED BY:
COUNCIL MEM ER, COUNTY OF HAWAII
ROLL CALL VOTE
County of Hawaii
Hilo, Hawaii
I hereby certify that the foregoing RESOLUTION was by
the vote indicated to the right hereof adopp by the COUNCIL of the
County of Hawaii on March Z , 2011
ATTEST
O TY CLERK
�'1
�_l —'
CHAIRPERSON & PRES D G FF ER
Reference: C- 102 /W&ived FC
RESOLUTION NO. 3 9 11
AYES
NOES
ABS
EX
BLAS
X
FORD
HOFFMANN
X
IKEDA
X
ONISHI
X
PILAGO
X
SMART
X
YAGONG
X
YOSHIMOTO
X
9
0
0
0
Reference: C- 102 /W&ived FC
RESOLUTION NO. 3 9 11