HomeMy WebLinkAboutMINUTES - 02082011 - C.37RECOMMENDATION(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.
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
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
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 J. Twa, County Administrator and Clerk of the Board of Supervisors
By: June McHuen, Deputy
cc: GSD Purchasing, GSD Accounting, GSD Administration, Auditor Controller, County Administrator, GSD Purchasing, GSD Print & Mail
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
BACKGROUND: (CONT'D)
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.