HomeMy WebLinkAboutRES 195 Draft 01 2010-2012 �JNty os.......i
COUNTY OF HAWAII •: �'� STATE OF HAWAII
RESOLUTION NO. 195 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 OFFICE OF THE LEGISLATIVE
AUDITOR LOCATED AT THE HILO IRON WORKS BUILDING.
WHEREAS, Section 10-11 of the Hawai`i 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 Office of the Legislative Auditor(hereinafter"OLA") located at the
Hilo Iron Works Building is responsible for reproducing, faxing, and scanning documents,
reference materials, work paper documents, supporting documentation and reports in carrying
out its duties; and
WHEREAS, the OLA currently utilizes a County-owned Xerox model no. DC332 black
and white copier that is over twelve (12) years old, and has produced over 585,000 copies; and
WHEREAS, the current copier is experiencing mechanical and electronic failures that
create down-time, which disables the OLA from operating at maximum efficiency; and
WHEREAS, any new copy machine leased by the OLA will be more efficient and have
greater capabilities than the copier currently utilized by the OLA; and
WHEREAS, the OLA seeks through the procurement process to lease a new
copy/printer/scanner/fax machine with network capability, black and white capability, a
minimum of two trays for multiple paper sizes, a minimum of 1.5 GB of document memory
(RAM), and a minimum of 60 GB of hard disk drive and full service maintenance for the
duration of the lease; and
WHEREAS, the current copier maintenance agreement is up for renewal on
December 1, 2011; and
WHEREAS, the preliminary estimates of monthly maintenance/lease is between$133
and $175, including a maximum of 2,000 black and white copies per month and a per copy cost
of$0.015 over 2,000, which is less than the current copier maintenance at $208/month plus a
quarterly cost of$0.0146 per copy; and
WHEREAS, there are sufficient funds budgeted in the current fiscal year to cover the
anticipated obligations of the County under the current lease agreement considering the
estimated new monthly maintenance/lease and per copy cost; now, therefore,
BE IT RESOLVED BY THE COUNCIL OF THE COUNTY OF HAWAII that:
1. Pursuant to Section 10 -11 of the Hawai`i County Charter, the Mayor is hereby
authorized to enter into a multi -year lease agreement for one multi - function copy
machine for the OLA located at the Hilo Iron Works Building;
2. Sufficient funds be budgeted in future fiscal years to cover the anticipated obligations
of the County under the lease agreement;
3. The monthly lease price shall include a maximum of 2,000 black and white copies
and a per copy cost of not more than $0.015 over 2,000 copies;
4. Monthly payments on the new black and white copy /printer /scanner /fax machine
shall not exceed $175 per month; and
5. The term on 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 7th day of December , 2011.
INTRODUCED BY:
COUNCIL MEMBER, COUNTY OF HAWAII
COUNTY COUNCIL
County of Hawai`i
Hilo, Hawai`i
I hereby certify that the foregoing RESOLUTION was by
the vote indicated to the right hereof adopted by the COUNCIL of the
County of Hawaii on December 7, 2011
ATTEST:
`COUNTY CLERK CHAIRPERSON & PRESIDIN FFI(ER
2
ROLL CALL VOTE
Reference:
C- 486 /Waived FC
RESOLUTION NO. 195 11
AYES
NOES
ABS
EX
BLAS
X
FORD
X
HOFFMANN
X
IKEDA
X
ONISHI
X
PILAGO
X
SMART
X
YAGONG
X
YOSHIMOTO
X
9
0
0
0
Reference:
C- 486 /Waived FC
RESOLUTION NO. 195 11