R-1599 - 11/22/2016 - AGREEMENTS - Resolutions RESOLUTION 2016-IT-PG-EQ-R-1599
A RESOLUTION APPROVING AND AUTHORIZING
A LEASE AGREEMENT AND MAINTENANCE AGREEMENT
BY AND BETWEEN THE VILLAGE OF OAK BROOK AND
KONICA MINOLTA BUSINESS SOLUTIONS U.S.A., INC.
FOR REPLACEMENT OF MULTI FUNCTION PRINT COPY DEVICES
WHEREAS, the Village of Oak Brook ("Village") utilizes eleven print copy devices("Devices") in
its government buildings; and
WHEREAS, these Devices are varying models and ages which decrease office efficiencies; and
WHEREAS, several of the Devices are at least five years old, with one of them being nine years
old and has reached the end of its useful life; and
WHEREAS, Village staff posted a Request for Proposal ("RFP") on May 16, 2016 for the
purchase of replacement Devices; and
WHEREAS, the Village received twelve sealed proposals from nine vendors offering Devices;
and
WHEREAS, after an exhaustive review of the twelve proposals by a ten member evaluation team,
three vendors were selected for comparison; and
WHEREAS, of the three finalists, Konica Minolta Business Solutions U.S.A., Inc. ("Konica")was
recommended because its proposal scored higher in experience, technical categories, software solution
and overall cost, and thus was determined to be the best overall value to the Village; and
WHEREAS, the Village President and Board of Trustees, being fully advised in the premises,
have determined that it is in the best interests of the Village and its residents to authorize a 48-month
lease agreement and a 48-month maintenance agreement with Konica in an estimated amount of
$105,741.00 for the Devices; and to further authorize the one-time purchase cost of print management
software ("Software") in the amount of$12,610.00; and
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part of,
this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Authorization of Lease and Maintenance Agreements for the Devices. The
President and Board of Trustees hereby approve Lease and Maintenance Agreements with Konica for
replacement Devices for a term of 48 months in an estimated amount of$105,741.00.
Section 3: Authorization of Purchase of Software. The President and Board of Trustees
hereby approve the one-time purchase of Software from Konica in the amount of$12,610.00.
Section 4: Approval of Agreements. The President and Board of Trustees hereby approve
the Lease Agreement and the Maintenance Agreement with Konica in substantially the same form, as
attached hereto as Exhibit A ("Lease'l and Exhibit B ("Maintenance"), and the purchase agreement
Resolution 2016-IT-PG-EQ-R-1599
Approving the Purchase of
Replacement Multi Function Print Copy Devices
Page 2 of 5
for Software, as attached hereto as Exhibit C, ("Software") and in final forms approved by the Village
Attorney.
Section 5: Execution of the Documents. The Village Manager and Village Clerk shall be,
and hereby are, authorized to execute the documents between the Village and Konica in the final form
approved by the Village Attorney.
Section 6: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
APPROVED THIS 22nd day of November, 2016
Gopal G. Lalma i
Village President
PASSED THIS 22nd day of November, 2016
Ayes: Trustees Adler, Baar, Manzo, Tiesenga, Yusuf
Nays: None
Absent: Trustee Moy
ATTEST:
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m i Charlotte K. Pruss
Village Clerk
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Resolution 2016-IT-PG-EQ-R-1599
Approving the Purchase of
Replacement Multi Function Print Copy Devices
Page 3 of 5
EXHIBIT A
LEASE AGREEMENT
Resolution 2016-IT-PG-EQ-R-1599
Approving the Purchase of
Replacement Multi Function Print Copy Devices
Page 4 of 5
EXHIBIT B
MAINTENANCE AGREEMENT
Resolution 2016-IT-PG-EQ-R-1599
Approving the Purchase of
Replacement Multi Function Print Copy Devices
Page 5 of 5
EXHIBIT C
PURCHASE AGREEMENT-SOFTWARE