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Department of Finance - Division of Procurement & Contracts
Reference: Award of Formal Solicitation for a Copier Cancelable Rental
To: Mayor Richard N. McLean and Members of City Council
Through: Philip Rodriguez, City Manager
Prepared By: Pam Roeding, Procurement & Contracts Manager
Through: Jean Starr, Finance Director and Jeromy King, Director of Information Technology & Innovations.
Date Prepared: October 9, 2017
PURPOSE
Requesting City Council approval of a State of Colorado Cooperative Agreement for a Copier Cancelable Rental, and approving the resolution giving the Mayor authority to sign the contract.
Municipal Code Section 3-8-40, ". . . . Procurement and contracting procedures generally.
(f). Cooperative purchasing shall be implemented when feasible and in the best interest of the City and shall be accepted in lieu of City-generated formal bids.
Municipal Code Section 3.08.200, ". . . . After the City Council has approved a multi-term contract, the City Manager may approve an annual extension and any amendment thereto, provided that the contractor has performed the work satisfactorily, all terms and conditions of the contract have been fulfilled, the funds for said extension and amendment have been appropriated, and so long as the dollar amount of said contract extension and amendment is within the authority of the City Manager to approve. The City Manager, at his or her discretion, may take a multi-term contract and amendment thereto to the City Council for approval. All extensions and amendments to multi-term contracts in excess of the authority of the City Manager to approve shall be approved by the City Council."
BACKGROUND
In the past it has been the City's practice to purchase copiers up-front requiring capital outlay for the initial purchase. As the fleet of copiers the City currently owns begins to depreciate or become obsolete, strategic planning is key in providing equipment to meet various departmental requirements. A Cancelabl...
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