On August 4, 2020, direction was provided by the Mayor and City Commission to terminated the operation and maintenance contract with Jacobs and to begin the transition to gain control of the utility. This action necessitates securing equipment for the operation of the utility.
NMB Water required the lease of five (5) multi-function printers for the Norwood Water Plant, the Public Services Building, the Operations Center and the Waste Water Division. The current multi-function machines are owned by Jacobs are scheduled to be removed.
Section 3-4.2 Emergency Purchases, provides for the Purchasing Agent to may make emergency purchases when there exists a threat to public health, welfare, or safety, provided that such emergency procurements shall be made with such competition as is practicable under the circumstances. Emergency Procurements that exceed the City Manager's spending authority, are be reported to the City Commission within thirty (30) days of such action.
A lease agreement for the required equipment was signed on December 17, 2020 for a sixty (60) month period with Xerox for multifunction equipment that prints, copies, scans and faxes. Our other City departments currently use equipment manufactured by Xerox therefore consolidating all of our copier, printer and scanner needs under one manufacturer may better serve the City. The monthly lease per machine is $122.33 per month, black and white impressions are billed at $0.004 each and color impressions at a cost of $0.039 each. The annual total estimated cost per machine, per year, with copy charges included is estimated at $3,540.00. The total cost for the five year lease period is estimated at $88,500.
The City identifies contracts competitively solicited and awarded by other governmental agencies as a favorable procurement method which is in line with the City’s Strategic Plan mission of providing excellent municipal services in a financially responsible manner.
Section 3-4.3 of the City’s Code of Ordinances allows for the use of other governmental entities’ contracts upon a determination that the supplies, materials, equipment or contractual services needed by the City were purchased using solicitation procedures which are substantially equivalent to the City’s Purchasing Guidelines. University of South Florida Board of Trustees, issued Invitation to Negotiate No. ITN-17-16-MH, “Copiers, Printers & Multi-Functional Printers” (“ITN”), and on May 4, 2018, Xerox Corporation (“Xerox”)” was awarded the ITN for a five (5) year term, with options to renew for two (2) additional one (1) year terms.
Section 3-3.14 of the City’s Code of Ordinances provides that contracts in excess of fifty thousand dollars ($50,000.00) shall be awarded by the City Commission.