Agenda

Return

C.37

To:	Board of Supervisors
From:	Michael J. Lango, General Services Director
Date:	February 8, 2011

Contra

Costa

County

Subject:

Increase Purchase Order with Xerox Business Services for Copier Equipment

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 02/08/2011

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Gayle B. Uilkema, District II Supervisor
Mary N. Piepho, District III Supervisor
Karen Mitchoff, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:	Michael Lango 925-313-7120
cc:	GSD Purchasing GSD Accounting GSD Administration Auditor Controller County Administrator GSD Purchasing GSD Print & Mail

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: February 8, 2011
David Twa,

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Purchasing Agent, or designee, to increase Purchase Order No. 18561 from $10,000 to $660,000 for the lease of Xerox copier equipment. Purchase Order No. 18561 issued April 13, 2007 was incorrectly issued in the lower amount.

FISCAL IMPACT:

Funding for the Xerox equipment lease is budgeted in General Services Department.

BACKGROUND:

The original Purchase Order was incorrectly issued for the amount of the monthly payment and not the entire lease amount. The estimated total, including maintenance costs, is $660,000 of which $431,796 has been paid to date.

BACKGROUND: (CONT'D)

This error was the result of an incorrectly issued Purchase Order. The error was clerical in nature as it did not properly reflect the information in the signed Lease Agreement. The error was identified by the Auditor-Controller's Office as a result of new tracking procedures. The error did not affect available funds as the Department properly budgeted for the total amount of the contract. The changes to Purchase Order No. 18561 are necessary to correct the documentation and authorize the Auditor-Controller's Office to make the payments. The lease is for the Xerox 6180 digital production printer used in Print & Mail Services to support printing projects for County departments.

CONSEQUENCE OF NEGATIVE ACTION:

The Xerox Lease is only cancelable in the event of non-appropriation. Failure to correct the Purchase Order would result in non-payment and default under the existing contract.

CHILDREN'S IMPACT STATEMENT:

Not applicable.