Resolution No. 2010-004RESOLUTION NO. 2010-04
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND AUTHORIZING THE EXECUTION OF
MAINTENANCE AGREEMENTS WITH CANON BUSINESS
SOLUTIONS, INC. FOR COPIER MAINTENANCE
WHEREAS, various departments within the City have purchased
copiers from Canon Business Solutions, Inc. ("Canon") that need to be
maintained to facilitate the efficient operation of each department;
and
WHEREAS, throughout the year, the Director of Business
Services/Personnel submits for City Council approval Canon copier
maintenance agreements for the various departments and the City spent a
combined total amount of approximately $16,000.00 on such agreements in
the prior fiscal year; and
WHEREAS, by memo dated December 9, 2009, the Director of
Business Services/Personnel recommends the adoption of a resolution
approving and authorizing the execution of such maintenance agreements
in a combined total amount not to exceed $20,000.00 per fiscal year in
order to expedite the procedure to obtain maintenance on the Canon
copiers; and
WHEREAS, the City Council of the City of Vernon has
determined that, pursuant to the provisions of subsection (b)(1) of
Section 2.27 of the Vernon City Code, it is in the public interest and
necessity to enter into maintenance agreements with Canon to maintain
the efficient operation of the various departments within the City.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon hereby
finds and determines that the recitals contained hereinabove are true
and correct.
SECTION 2: The City Council of the City of Vernon hereby
approves and authorizes the City Administrator, or his designee, to
approve agreements for the maintenance of copiers by Canon in a
combined total amount not to exceed $20,000.00 per fiscal year.
SECTION 3: The City Council of the City of Vernon hereby
authorizes the City Administrator, or his designee, to execute
maintenance agreements with Canon in accordance with Section 2 above
for, and on behalf of, the City of Vernon and the City Clerk, or Deputy
City Clerk, is hereby authorized to attest thereto.
SECTION 4: The City Council of the City of Vernon hereby
authorizes the City Administrator, or his designee, to take whatever
actions are deemed necessary or desirable for the purpose of
implementing and carrying out the purposes of this Resolution and the
transactions herein approved or authorized.
SECTION 5: The City Council of the City of Vernon hereby
directs the City Clerk, or her designee, to send each fully executed
maintenance agreement to Canon Business Solutions, Inc. upon approval
and execution by the City Administrator, or his designee.
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SECTION 6: The City Clerk of the City of Vernon shall
certify to the passage, approval and adoption of this resolution, and
the City Clerk of the City of Vernon shall cause this resolution and
the City Clerk's certification to be entered in the File of
Resolutions of the Council of this City.
APPROVED AND ADOPTED this 4th day of January, 2010.
ATTEST:
-N-
A�
MANUELA GIRO ity Clerk
Name: Hilario Gonzales
Title: Mayor
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STATE OF CALIFORNIA )
) ss
COUNTY OF LOS ANGELES )
I, MANUELA GIRON, City Clerk of the City of Vernon, do hereby
certify that the foregoing Resolution, being Resolution No. 2010-04,
was duly passed, approved and adopted by the City Council of the City
of Vernon at a regular meeting of the City Council duly held on Monday,
January 4, 2010, and thereafter was duly signed by the Mayor or Mayor
Pro-Tem of the City of Vernon.
Executed this'5-A day of January, 2010, at Vernon, California.
(SEAL)
/%NU�ELA�GIRO�I'Tf C�
Clerk
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CITY CLERK'S OFFICE
INTEROFFICE MEMORANDUM
DATE: January 7, 2010
TO: Donal O'Callaghan, City Administrator/Director of Light & Power
Martha Valenzuela, Director of Personnel/Business Services
FRO . Nelly Giron, City Clerk
RE: esolution No. 2010-04 — A Resolution of the City Council of the City of Vernon
Approving and Authorizing the Execution of Maintenance Agreements With Canon
Business Solutions, Inc. for Copier Maintenance
Transmitted herewith is a copy of Resolution No. 2010-04 referenced above, which was approved by City
Council on January 4, 2010.
Thank you.
NG:dj
c: Purchasing Department
Resolution No. 2010-04
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4svELY INOV9
STAFF REPORT
PURCHASING DEPARTMENT
DEC. 2 9 2009
CITY CLERK'S OFFICE
APPROVED .BAN 0 4 '9 0 OPY GR00 Oi ,
DATE: December 9, 2009
TO: Honorable Mayor and City Council
FROM: Martha Valenzuela, Director of Business Services/Personnel
RE: Maintenance Agreements between Canon Business Solutions and
the City of Vernon
Purpose
The purpose of this Staff Report is to obtain permission from you and the
City Council to consider a City Council Resolution authorizing the
execution of maintenance agreements by and between the City of Vernon
and Canon Business Solutions for copier maintenance for the Canon
copiers used by various departments.
Background
The City currently has a total of nineteen (19) copiers used by various
departments, of which thirteen (13) are manufactured by Canon. All but
one (1) of the Canon copiers are supported by Canon Business Solutions.
The maintenance agreements are renewed on average, every year. The
cost for maintenance increases 10% from the previous years cost for
maintenance.
The copiers used by the departments are crucial to the day to day
operations of the employees. The maintenance agreements ensure the
utmost operability and functionality of the Canon copiers,
Recommendation
Purchasing recommends the proposed resolution for the renewal of
current and future Canon copier maintenance agreements is approved and
authorized for execution. The combined cost for maintenance for all of
the Canon copiers, should not exceed a total of $20,000. Purchasing is
DEC •2 9 2009
requesting that this item be included on the Council agenda scheduled for
December 21, 2009.
Fiscal Impact
There is no fiscal impact to the City. Funding for each Department's
Canon copier maintenance has been budgeted in the Fiscal Year 2009 —
2010 operating budget. Copier maintenance is routinely budgeted, in
the fiscal year's operating expenses each year.
Attachments
` OF VER
•'�4 4I0OM �O
- VELY i„OJ
e
MEMORANDUM
PURCHASING DEPARTMENT
DATE: December 9, 2009 C, �
TO: Donal O'Callaghan, City Administrator qX I/
FROM: Martha Valenzuela, Director of Business Services/Personne V/
RE: Maintenance Agreements between Canon Business Solutions and
the City of Vernon
Attached you will find a preliminary City Council Resolution drafted by the
City Attorney's office, authorizing the execution of maintenance
agreements by and between the City of Vernon and Canon Business
Solutions for copier maintenance for the Canon copiers used by various
departments. The City currently has a total of nineteen (19) copiers used
by various departments, of which thirteen (13) are manufactured by
Canon. All but one (1) of the Canon copiers is supported by Canon
Business Solutions. The maintenance agreements are renewed on
average, every year. The cost for maintenance increases 10% from the
previous years cost for maintenance.
The copiers used by the departments are crucial to the day to day
operations of the employees. The maintenance agreements ensure the
utmost operability and functionality of the Canon copiers.
Purchasing recommends the approval of the proposed resolution for the
renewal of current and future Canon copier maintenance agreements.
The combined cost for maintenance for all of the Canon copiers should
not exceed a total of $20,000. Purchasing is requesting that this item be
included on the Council agenda scheduled for December 21, 2009.
Copier maintenance is routinely budgeted, in the various departments'
fiscal year operating expenses each year.
Attachments
DEC 2 9 2009
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RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
VERNON APPROVING AND AUTHORIZING THE EXECUTION
OFMAINTENANCE AGREEMENTS BY AND BETWEEN THE CITY OF
VERNON AND CANON BUSINESS SOLUTIONS, INC. FOR
COPIER MAINTENANCE
WHEREAS, various departments within the City have purchased
copiers from Canon Business Solutions, Inc. ("Canon") that need to be
maintained to facilitate the efficient operation of each department;
land
WHEREAS, throughout the year, the Director of Business
Services submits for City Council approval and authorization to execute
maintenance agreements with Canon for the copiers within the various
departments and the City spent a combined total amount of approximately
$16,000.00 on such agreements in the prior fiscal year; and
WHEREAS, in order to expedite the procedure to obtain
maintenance on the Canon copiers, City staff have recommended that the
Purchasing Agent, or his designee, be authorized to approve and execute
the maintenance agreements for a combined total amount not to exceed
$20,000.00 per fiscal year; and
WHEREAS, the City Council of the City of Vernon has
determined that, pursuant to the provisions of subsection (a) of
Section 2.27 of the Vernon City Code, it is in the public interest and
necessity to enter into maintenance agreements with Canon to maintain
the efficient operation of the various departments within the City.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF VERNON AS FOLLOWS:
SECTION 1: The City Council of the City of Vernon hereby
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finds and determines that the recitals contained hereinabove are true
and correct.
SECTION 2: The City Council of the City of Vernon hereby
approves and authorizes the Purchasing Agent, or his designee, to
approve agreements for the maintenance of copiers by Canon in a
combined total amount not to exceed $20,000.00 per fiscal year.
SECTION 3: The City Council of the City of Vernon hereby
authorizes the Purchasing Agent, or his designee, to execute
maintenance agreements with Canon in accordance with Section 2 above
for, and on behalf of, the City of Vernon and the City Clerk or Deputy
City Clerk is hereby authorized to attest thereto.
SECTION 4: The City Council of the City of Vernon hereby
authorizes the Purchasing Agent, or his designee, to take whatever
actions are deemed necessary or desirable for the purpose of
implementing and carrying out the purposes of this Resolution and the
transactions herein approved or authorized.
SECTION 5: The City Council of the City of Vernon hereby
directs the City Clerk, or her designee, to send each fully executed
maintenance agreement to Canon Business Solutions, Inc. upon approval
and execution by the Purchasing Agent.
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SECTION 6: The City Clerk of the City of Vernon shall
certify to the passage, approval and adoption of this resolution, and
the City Clerk of the City of Vernon shall cause this resolution and
her certification to be entered in the Book of Resolutions of the
Council of this City.
APPROVED AND ADOPTED this 19th day of October, 2009.
(ATTEST:
IMANUELA GIRON, City Clerk
Name:
Title: Mavor / Mavor Pro-Tem
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STATE OF CALIFORNIA )
ss
COUNTY OF LOS ANGELES )
I, MANUELA GIRON, City Clerk of the City of Vernon, do hereby
certify that the foregoing Resolution, being Resolution No. , was
duly passed, approved and adopted by the City Council of the City of
Vernon at a regular meeting of the City Council duly held on Monday,
October 19, 2009, and thereafter was duly signed by the Mayor or Mayor
Pro-Tem of the City of Vernon.
Executed this day of October, 2009, at Vernon, California.
(SEAL)
MANUELA GIRON, City Clerk
- 4 -
From: twhitsitt@solutions.canon.com [mailto:twhitsitt@solutions.canon.com]
Sent: Wednesday, December 09, 2009 4:41 PM
To: Nickens, Debby
Subject: Re: CANON COPIER MAINTENANCE FEES
Thank You,
Hope you and yours are well also.
Yes the increase will be 10% every year
Merry Xmas and happy New years to you to.
Thank You
CANON BUSINESS SOEUMONS
Tracy M. Whitsitt
Representative, Contract
Canon Business Solutions, Inc.
110 W. Walnut St. Gardena, Ca, 90248
www.solutions.canon.com
twhitsitt@solutions.canon.com
solutions.canon.com
T 310.217.3408 F 310.217.3668
Please consider the environment before printing this email
"Nickens, Debby" <DNickens@ci.vernon.ca.us>
12/09/2009 04:35 PM
Hi Ms. Tracy;
To <twhitsitt@solutions. canon.com>
cc
Subject CANON COPIER MAINTENANCE FEES
How are you? Hope you and yours are well. I need to know the percentage
of the maintenance increase every year. Is it about 10%? Please advise.
Thank you, and hello to Sharee and Pat, and all of you have a Merry Christmas
and Happy New Year.
� 11
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(323) 5S3--SSI7 ext. 2C3
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Canon Master Resolution
Page 1 of 3
Nickens, Debby
From: Valenzuela, Martha
Sent: Wednesday, December 09, 2009 11:21 AM
To: Nickens, Debby
Subject: FW: Canon Master Resolution
Attachments: Vernon - Reso - Canon Copier Agreements.DOC
s-.
Here it is. This happened when I left for vacation and I completely overlooked it. They usually cc you and Dolores
but they didn't on this one. I apologize. Please submit for approval.
Thank you.
Martha S. Valenzuela
Director of Personnel
4305 Santa Fe Ave.
Vernon, CA 90058
323.583,8811 ext. 226
323.826,1472 direct line
323.826.1433 fax
mvalenzuela@ci.vernon.ca.us
From: Gena Stinnett [mailto:gstinnett@rwglaw.com]
Sent: Wednesday, September 23, 2009 10:33 AM
To: Muro, Evangelina
Cc: Giron, Nelly; Lehr, Judy; Valenzuela, Martha
Subject: RE: Canon Master Resolution
Hi Eva,
Attached please find our comments in track changes on the Canon Master Resolution. Per Judy's message
below, once you've finalized these changes, please send the Resolution to Martha so she may draft a staff report
for Donal's approval for the Oct. 19th meeting. Thank you.
Please note that the spreadsheet Judy provided included a total of approximately $16,000 in expenditures for
Canon service agreements in fiscal year 2008-2009, and I used that figure in the resolution's recital. It is my
understanding that for 2009-2010, Martha is asking for a blanket $20,000 approval. I am copying Martha on this
email so she will know the basis for the numbers we used. If revisions to the numbers are necessary, and please
let me know.
Best regards,
Gena M. Stinnett
Richards Watson & Gershon
355 South Grand Avenue, 40th Floor
Los Angeles, CA 90071-3101
Voice: 213.253.0240
Facsimile: 213.626.0078
-----Original Message -----
From: Lehr, Judy [mailto:JLehr@ci.vernon.ca.us]
Sent: Tuesday, September 22, 2009 8:20 AM
12/9/2009
Canon Master Resolution
Page 2 of 3
To: Gena Stinnett
Cc: Giron, Nelly
Subject: RE: Canon Master Resolution
I was shooting for October 19. Once you approve the draft resolution, I'll give a copy of that to Martha and ask
her to do the staff report for Donal's approval for the meeting on 19th
Judy Lehr
City Attorney Dept., City of Vernon
4305 Santa Fe Avenue
Vernon, CA 90058
Work: (323) 583-8811 x 368
Fax: (323) 826-1438
CONFIDENTIALITY NOTICE: This e-mail transmission, and any documents, files or previous e-
mail messages attached to it may contain confidential information that is legally privileged. If you are
not the intended recipient, or a person responsible for delivering it to the intended recipient, you are
hereby notified that any disclosure, copying, distribution or use of any of the information contained in or
attached to this transmission is STRICTLY PROHIBITED. If you have received this transmission in
error, please immediately notify the sender. Please destroy the original transmission and its attachments
without reading or saving in any manner.
From: Gena Stinnett [mailto:gstinnett@rwglaw.com]
Sent: Tuesday, September 22, 2009 7:28 AM
To: Lehr, Judy
Cc: Giron, Nelly
Subject: RE: Canon Master Resolution
Thanks Judy. Is our goal to get this in Wednesday's packet? Will a staff report be prepared by Dolores?
-----Original Message -----
From: Lehr, Judy [ma ilto:JLeh r@ci.vernon.ca.us]
Sent: Tuesday, September 22, 2009 7:25 AM
To: O'Callaghan, Donal
Cc: Yamaguchi, Willard; Laurence S. Wiener; Gena Stinnett
Subject: Canon Master Resolution
Attached is a purchasing order summary relating to yearly expense for Canon maintenance.
Dolores was okay with a not to exceed amount of $20,000.00
<<Canon Master Estimate.pdf>>
Judy Lehr
City Attorney Dept., City of Vernon
4305 Santa Fe Avenue
Vernon, CA 90058
12/9/2009
Canon Master Resolution
- Page-3-of 3
Work: (323) 583-8811 x 368
Fax: (323) 826-1438
CONFIDENTIALITY NOTICE: This e-mail transmission, and any documents, files or
previous e-mail messages attached to it may contain confidential information that is legally
privileged. If you are not the intended recipient, or a person responsible for delivering it to
the intended recipient, you are hereby notified that any disclosure, copying, distribution or
use of any of the information contained in or attached to this transmission is STRICTLY
PROHIBITED. If you have received this transmission in error, please immediately notify
the sender. Please destroy the original transmission and its attachments without reading or
saving in any manner.
NOTICE: This communication may contain privileged or other confidential information. If you are not
the intended recipient of this communication, or an employee or agent responsible for delivering this
communication to the intended recipient, please advise the sender by reply email and immediately delete
the message and any attachments without copying or disclosing the contents. Thank you.
12/9/2009
Page 1 of 2
Nickens, Debby
From: twhitsitt@solutions.canon.com
Sent: Wednesday, December 09, 2009 4:41 PM
To: Nickens, Debby
Subject: Re: CANON COPIER MAINTENANCE FEES
Thank You,
Hope you and yours are well also.
Yes the increase will be 10% every year
Merry Xmas and happy New years to you to.
Thank You
Canon
CANON BUSINESS SOLUTIONS
Tracy M. Whitsitt
Representative, Contract
Canon Business Solutions, Inc.
110 W. Walnut St. Gardena, Ca, 90248
www.solutions.canon.com
twUtaitt@s-QIILtions.canoii.com
T 310.217.3408 F 310.217.3668
Please consider the environment before printing this email
"Nickens, Debby" <DNickens@ci.vernon.ca.us>
12/09/2009 04:35 PM
Hi Ms. Tracy;
To <twhitsitt@solutions.canon.com>
cc
Subject CANON COPIER MAINTENANCE FEES
How are you? Hope you and yours are well. lam attempting to secure a resolution
which would allow for a blanket approval of all the copier maintenance agreements,
received from Canon. If this is approved, when the next renewal period rolls around in
June/July, we could conceivably have the renewals done by the end of July (can you stand
it!!!!).
I need to know the percentage of the maintenance increase every year. Is it about 10%?
Please advise.
12/9/2009
Page 2 of 2
Thank you, and hello to Sharee and Pat, and all of you have a Merry Christmas and Happy
New Year.
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12/9/2009