HomeMy WebLinkAbout04-02-2003 City Council Agenda PacketAGENDA
REGULAR MEETING
SARATOGA CITY COUNCIL
APRIL 2, 2003
CLOSED SESSION- 6:00 P.M. -ADMINISTRATIVE CONFERENCE ROOM,
13777 FRUITVALE AVENUE
ANNOUNCEMENT OF CLOSED SESSION ITEMS
CALL MEETING TO ORDER - 6:0 0 P.M.
ANNOUNCEMENT OF CLOSED SESSION ITEMS
ADJOURNED TO CLOSED SESSION - 6:00 P.M.
Conference With Labor Negotiators (Gov't Code 54957.6):
Agency designated representatives: Lorie Tinfow, Assistant City Manager &
Jesse Baloca, Administrative Services Director
Employee organization: SEA
Conference With Labor Negotiators (Gov't Code 54957,6):
Agency designated representatives: Dave Anderson, City Manager
Employee organization: SMO
Conference With Legal Counsel -Existing Litigation:(Government Code section
54956.9(a)) (one case)
Conference with Legal Counsel -Threatened Litigation: Significant exposure to
litigation pursuant to Government Code section 54956.9(b): (2 potential case)
REGULAR MEETING - 7:00 P.M. - CIVIC THEATER/COUNCIL CHAMBERS
AT 13777 FRUITVALE AVENUE
MAYOR'S REPOF.T ON CLOSED SESSION
PLEDGE OF ALLEGIANCE
ROLL CALL
REPORT OF CIT1C CLERK ON POSTING OF AGENDA
~~ (Pursuant to Gov't. Code 54954.2, the agenda for this meeting was properly posted on
March 28, 2003)
Y
COMMUNICATIONS FROM COMMISSIONS & PUBLIC
Oral Communications on Non-Agendized Items
Any member of the public will be allowed to address the City Council for up to three (3)
minutes on matters not on this agenda. The law generally prohibits the council from
discussing or taking action on such items. However, the Council may instruct staff
accordingly regarding Oral Communications under Council Direction to Staff.
Communications from Boards and Commissions
None
Written Communications
None
Oral Communications -Council Direction to Staff
Instruction to Staff regarding actions on current Oral Communications.
None
CEREMONIAL ITEMS
1 A. Proclamation -Supporting Our Troops `,
Recommended action: 7'
Read proclamation.
1B. Commendation -Congratulating the 50`h Anniversary of Junior Achievement of
Silicon Valley & Monterey Bay
Recommended action:
Present commendation.
1 C. Commendation -Congratulating Meera PateUGirl Scout Troop 321 for Receiving
her Gold Award
Recommended action:
Read proclamation.
SPECIAL PRESENTATIONS
None
2
~ CONSENT CALENDAR
The Consent Calendar contains routine items of business. Items in this section will be
acted in one motion, unless removed by the Mayor or a Council member. Any member of
the public may speak to an item on the Consent Calendar at this time, or request the
Mayor. remove an item from the Consent Calendar for discussion. Public Speakers are
limited to three (3) minutes.
2A. City Council Minutes -March 20, 2003
Recommended action:
Approve minutes.
2B. Review of Checlc Register
Recommended action:
Approve check regisfer.
2C. Planning Action Minutes -March 26, 2003
Recommended action:
Note and file.
2D. El Quito Park Vertical Bypass Drainage System Project
Recommended action:
Award contract.
2B. EI Quito Park Irrigation Renovation Project
Recommended action:
Awazd contract.
PUBLIC HEARINGi
None
OLD BUSINESS
4. Saratoga Library Project Update
Recommended action:
Informational only.
Gardner Park/Wildcat Creek Trail Update
Recommended action:
Informational only.
NEW BUSINESS
6. Clarification of City Code Section 2-12.13 Attendance
Recommended action:
Accept report and direct staff accordingly.
7. City Council Meeting Locations
Recommended action:
Accept repot and direct staff accordingly.
8. .Xerox and Kyocera Digital Copier Machines Lease Agreement
Recommended action:
Authorize City Manager to execute lease agreements.
COMMISSION ASSIGNMENT REPORTS
Arts Commission Waltonsmith
Planning Commission Kline
Parks and Recreation Commission Waltonsmith
Finance Commission Streit
Library Commission Kline
Public Safety Commission King
Heritage Preservation Commission Streit
Youth Commission King
Gateway Task Force Kline
Library Expansion Committee Bogosian
Gateway Task Force Waltonsmith
Highway 9/Village Green Task Force Bogosian
VTA Restroom AdHoc Waltonsmith
Norton Road Fire Access AdHoc Bogosian
Committee
West Valley College AdHoc Committee Waltonsmith
LAFCO AdHoc Committee Kline
Mt. Winery AdHoc Committee Kline
Tree Ordinance Update AdHoc Committee King
Library Grand Opening AdHoc Committee Waltonsmith
Chamber AdHoc Committee King
CITY COUNCIL ITEMS
OTHER
CITY MANAGER'S REPORT
ADJOURNMENT
In compliance with the Americans with Disabilities Act (ADA), if you need special
assistance to participate in this meeting, please contact the City Clerk at (908) 868-1269.
Notification 48 hours prior to the meeting will enable the City to make reasonable
arrangements to ensure accessibility to this meeting (28 CFR 35.102-35.104 ADA Title
II)
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4
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4/16
4/26
5/7
5/21
6/4
6/18
7/2
7/16
8/6
8/20
9/3
9/17
10/1
10/15
11/5
11/19
12/3
12/9
12/17
REVISED -CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2003
Regular' Meeting
Special Meeting CouncillCommission Meeting
Regular Meeting
Regular Meeting
Regular Meeting
Regular Meeting
Regular Meeting
Regular Meeting
Regular Meeting -City Manager Evaluation
Summer Recess
Regular Meeting
Regular Meeting
Regular Meeting
Reguls~r Meeting
Regular Meeting
Regular Meeting
Regular Meeting
Special Meeting -Council Reorganization
Regular Meeting
5
SARATOGA CITY COUNCIL
MEETING DATE: ApriN 2,2003
ORIGINATING DEP • City Manager
PREPARED
AGENDA ITEM:
CITY
DEPT HEAD:
R
SUBJECT: Commendation Supporting Our Troops
RECOMMENDED ACTION:
Read Commendation.
REPORT SUMMARY:
Attached is a commendation supporting our troops who are serving in the Unites States Military.
The City Manager's Office sent the original to the White House and copies to Congresswoman
Anna Eshoo, Senator Dianne Feinstein and Senator Barbara Boxer.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of the agenda.
ATTACHMENTS:
Attachment A -Copy of commendation
PROCLAMATIOI'~` OF THE CIT`i' COtJNCIL
OF TI-IE C1T~' OF SARATOGA
SiJPI'OR'I'ING OiJR TI2O0PS
WHEREAS, the I'resi.dent of the United States has activated
and deployed men and ~~omen of the Armed Forces from, Santa.
Clara County to assignrnerits and missio~is related to the ongoing
global war on terror and the current crisis in Iraq; and,
W~IEREAS; th.e men and women of the Armed Forces are
dedicated to defending our freedoms with their personal sacrifices,
in order for us to e~~joy the freedoms so often tal~en for granted;
and,
WI-IEREAS, through this resolution, the City Council
wishes to extend. due respect to all our inen and women in the
Armed Forces of the United States and our gratitude to those w11o
are fighting to preserve o~:zr liberties.
NOW, THEREFORE, ~E IT RESOL~TED THAT the
City Council of the City of Saratoga wholeheartedly supports and.
appreciates the brave men and women of our community and
throughout the nation who are serving in the United States
Military, and wishes them success in their dangerous missions and
a safe return from haria~"s way
WITNESS 11'I~' RAND AND THE SEAL OF T1EIE CIT'E'
OF S~ st day of March 2003.
Niclc Streit, Mayor
SARATOGA CITY COUNCIL
MEETING DATE: April 2, 2003
ORIGINATING DEPT: ity Manager
PREPARED BY:
AGENDA ITEM:
CITY MANAGE t-J
DEPT HEAD:
SUBJECT: Commendation Congratulating Junior Achievement of Silicon Valley and
Monterey Bay on their 50th Anniversary
RECOMMENDED ACTION:
Read Commendation and present it to representatives from Junior Achievement.
REPORT SUMMARY:
Attached is a commendation congratulating Junior Achievement of Silicon Valley and
Monterey Bay on their 50"' Anniversary.
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTIODT:
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of the agenda.
ATTACHMENTS:
Attachment A -Copy of commendation
CITY OF SARATOGA
RESOLUTION OF THE CITY COUNCIL
CONGRATULATING
JUNIOR ACHIEVEMENT
OF
SILICON VALLEY
AND
MONTEREY BAY
ON THEIR 50TH ANNIVERSARY
WHEREAS, Junior Achievement has partnered with businesses; communities
and schools from Silicon Valley to Monterey bay since 1953. serving 327,963
students; and
WHEREAS, Junior Achievement connects business and education by placing
volunteers in the classroom to teach kids how business works, their role in the
economy and the importance of education to their success in life; and
WHEREAS, with the help 150 companies and 3,000 volunteers this past year,
Junior Achievement has prepared over 27,000 students from more than 130 schools to
be successful citizens and workers in the Silicon Valley and Monterey Bay; and
WHEREAS, Junior Achievement is the premier Kindergarten - 12th grade
economic education organization; and
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF
SARATOGA, does hereby congratulate Junior Achievement on their 50th
anniversary.
WITNESS MY HAND AND THE SEAL OF THE CITY OF SARATOGA on this
2"d day of March 2003.
Nick Streit, Mayor
City of Saratoga
-.~J
SARATOGA CITY COUNCIL
MEETING DATE: Apri12, 2003
AGENDA ITEM: \
ORIGINATING D PT• ity Manager CITY MANAGE
~~
RECOMMENDED ACTION:
PREPARED BY: DEPT HEAD: v
SUBJECT: Commendation -Congratulating Meera Patel/Girl Scout Troop 321 for
Receiving her Gold Award
Read proclamation.
REPORT SUMMARY:
N/A
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
Mail commendation to Jo Seavey/Program Director, Girl Scout of Santa Clara County, 1310
South Bascom Avenue, San Jose Ca 95128-4502
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of the agenda.
ATTACHMENTS:
Attachment A -Copy oi'procIamation.
CITY OF SARA.TOGA
RESOLUTION OF THE CITY COUNCIL - -
COMMENDING
MERRA PATEL
,~
WHEREAS, Merra Patel has achieved the highest award in Girl Scouting, the Girl
Scout Gold Award; and
WHEREAS, Merra achieved .this award Through several years of effort and
dedication to Girl`Scouting as a member in good standing of Troop 321; and
WHEREAS, Merra coinpleted four interest projects, ;the Senior Girl Leadership
Award; the'Career Exploration pin and the Senior Girl Scout Challenge; and
WHEREAS, her efforts culininated in a Gold Award Service Project; which
involved coordinating a quilting project where. she demonstrated her skills on
leadership, delegation, coordination and. planning and. enlisted Girl Scout Troops; as
well as the Indo-American Association, at Monte Vista High.: School, to collect
donated material and sew together 25 quilts. -Sire-then donated the quilts to children -
at ahomeless shelter.
NOW THEREFORE,. THE CITY OF SARATOGA,
DOES HEREBY PROCLAIM THAT
MERRA PATEL
Deserves our warmest congratulations and highest praise; and
The City of Saratoga does further proclaim that her family and fellow Girl Scouts
deserve credit for the assistance and encouragement they undoubtedly gave her.
WITNESS OUR HAND AND THE SEAL OF THE CITY OF SARATOGA on
this .2nd day of Apri12003:
ick Streit, Mayor
Saratoga, California
~1 GIRI SCOUTS. OF
SANTA CLARA COUNTY p®p ,yg,
S
~
Board of Directors '1 i
e®~ c
1 6.
zoos-BZ Where Girls Grow Strong.
President
Nancy Handel
Appfied Materials, Inc
GiTI BCOUtS Of Santa Claia GOUnty
First Vice President
~
Jeanne TOms March 7, 2003 /~ 1310 South Bascom Avenue
~ /.//}- r.
CA 95128
4502
8
J
Bonny Doon Vineyard -
dn
ose,
\ (
~
Second vice President ~ T 408 287 4170/650 968 8396
Sara wigh
consuham / f9 ~ F 408 287 8025
Ma
or Jim Shaw `
' y
~
~1 wt^/t~~];iIsCOU25ofs000Tg
~ '
Third Vice President
Laura Gagliasso ,
City of Saratoga i , j~ ~ [/v(l
J
/-
WestValleyCOmmunityCOllege
Treasurer
Brenda Christensen ~
-"1
%/
13777 FTU1tVale AVenlle ~Q /
Saratoga, CA 95070 ~~ `~
Storage Networks Consultant
Secretary
Wendy Ng Dear Ma or Shaw:
y
San lose State University
MEMBERS AT LARGE
Judy Allen The Girl Scout Council of Santa Claza County is proud to announce that this year we
Agilent Technologies
Gary Allison
will be honoring fifteen young women - 1 111 the City of Saratoga -who have
Paine Webber earned the Girl Scout Gold Award, the highest awazd in Girl Scouting. The Girl
Stephani Becker
Lucile Packard Foundation Scout from our cit is Meera Patel
y y
Leslie Carmichael
Clty of Foster City The Gold Award involves several years of planning and dedication. The program
Helen Donald
ComEdDa Computer Services
requirements include volunteer service, leadership development, career exploration,
Elizabeth Gong Landess and a challenge project covering all aspects of the Gir] Scout Promise and Law. The
Gavin & Cunningham
Marva cnerra
culmination of each girl's efforts is in a large-scale community service project that
Guerra Technology involves both the Girl Scouts and the larger community.
Mallory Hills
Notre Dame High School
Rosemary Kamei At the May 2003 ceremony we will be presenting the awardees with letters of
Santa Clara valley Water District congratulations from local, state, and national dignitaries and service organizafions.
Linda Lococo
. First Insurance Agency.
We would like to ask your help in honoring Meera, with a letter from your office.
Samantha Long
Los Altos High School please forward the con ratulato letters to: Girl Scouts of Santa Claza Count
g ~' y
Reg Lormon
Attorney At Law Attn: Kathryn Colver
Amy D. LoYe 1310 South Bascom Avenue
Real Sports Magazine
Pat McGuire
San Jose, California 95128
Greenwood Group, Inc.
Lupe Morishige
century school of Languages.lnc.
Should there be any questions regarding the Girl Scout Gold Awazd Program, or this
Sandy Norman request specifically, please do not hesitate to contact the Council office at: (408)-
commumtyvomnteer 287-4170. Thank you very much for your time and attention.
Robert J. Rossi
ibuildcommunity<om
Gela Russell
IBM Corporation
Mary Sheppard Yuschak
Retired from Alta Vista Company Sincerely,
Jim Stewart
Superior Court of Calif. Santa Clara n
Cnty/~yt „~~ (~~ , ,,
,
,
n
~'
Tony West '
~
,y
' ' W`
~~Ww
state Attorney General's Office Michele Lea Harms
Marilyn Bell Zelaya
Willow Glen Travel
Council Volunteer-Gold Award Committee
JoAnne Neil
Chief Executive Officer
Equal Opportunity Employer
•
Y~~,
United Way
Silicon Valley Proud to be a United Way Agency
r
SARATOGA CITY COUNCIL
MEETING DATE: Apri12, 2003
ORIGINATING DEPT: City Manager
PREPARED BY: DEPT HEAD:
SUBJECT: City Council Minutes
RECOMMENDED ACTION:
Approve minutes.
REPORT SUMMARY:
Approve minutes as submitted for the following City Council Meeting:
Special meeting -March 20, 2003
FISCAL IMPACTS:
AGENDA ITEM•
CITY MANAGE
N/A
CONSEQUENCES OF 1VOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
Retain minutes for legislative history
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment A -Minutes March 20, 2003
MINUTES
SARATOGA CITY COUNCIL
SPECIAL MEETING
MARCH 20, 2003
The City Council of the City of Saratoga met in a scheduled Special City Council
Meeting on Mazch 20, 2003 in the Administrative Conference Room, 13777 Fruitvale
Avenue.
Mayor Streit called the Special City Council meeting to order at 6:00 p.m. and lead the
Pledge of Allegiance.
ROLL CALL
PRESENT: Councilmembers Kathleen King, Norman Kline; Stan Bogosian,
Vice Mayor Ann Waltonsmith, Mayor Nick Streit
ABSENT: None
ALSO Daue Anderson, City Manager
PRESENT: Lorie Tinfow, Assistant City Manager
Cathleen Boyer, City Clerk
Tom Sullivan, Director of Community Development
John Cherbone, Public Works Director
REPORT OF CITY CLERK ON POSTING OF AGENDA FOR MARCH 20, 2003
Cathleen Boyer, City Clerk, reported that pursuant to Government Code Section 54954.2,
the agenda for the meeting of March 20, 2003 was properly posted on March 14, 2003.
COMMUNICATIONS FROM PUBLIC
No one requested to speak at tonight's meeting.
COUNCIL DII2ECTION TO STAFF
None
NEW BUSINESS
ADOPT RESOLUTION APPOINTING MEMBERS TO THE PLANNING
COMMISSION AND ADMINISTER OATH OF OFFICE
STAFF RECOMMENDATION:
Adopt resolution and direct City Clerk to Administer Oath of Office.
WALTONSMITI-I/KLINE MOVED TO ADOPT RESOLUTION
REAPPOINTING CYNTHIA BARRY AND APPOINTING SUSIE V.
NAGPAL, MICHAEL SCHALLOP, AND M1I~ UHL TO THE PLANNING
COMMISSION. MOTION PASSED 5-0.
City .Clerk Boyer administered the Oath of Office to the newly appointed Planning
Commissioners.
ADJOURNMENT
There be no further business Mayor Streit adjourned the meeting at 6:15 p.m.
Respectfixlly submitted,
Cathleen Boyer, CMC
City Clerk"
i
SARATOGA CITY COUNCIL
MEETING DATE: Apri12, 2003 AGENDA ITEM:
ORIGINATING DEPT: Admini-s~tr/ative Services CITY MANAGER. ~
PREPARED BY: ~ / /G~'~ti- DEPT HEAD: °
SUBJECT: Check Register: 3/20/03
RECOMMENDED ACTION(S):
Approve the Check Register.
REPORT SUMMARY:
Attached is the Check Re€;ister.
FISCAL IMPACTS:
None
CONSEQUENCES OF IVOT FOLLOWING RECOMMENDED ACTION(S):
None
ALTERNATIVE ACTION(S):
None
FOLLOW UP ACTION(S):
None
ADVERTISING, NOTICING AND PUBLIC CONTACT:
None
ATTACHMENTS:
Check Register Certification.
~..J
r
Fund#
Fund Name Date
3/20/2003
Checks
Checks
AP CHECKS A92110-92235
1 GENERAL 331,141.13
100 COPS-SLESF
110 Traffic Safety
150 Streets & Roads .11,055.34
160 Transit Dev
170 Hillside Repair
180 LLA Districts 3,250.92
250 Dev Services 5,495.73
260 Environmental 6,825.51
270 Housing & Comm 2,390.00
290 Recreation 19,332.54
291 Teen Services 553.12
292. Facility Ops 487.64
293 Theatre Surcharge
300 State Park
310 Park Develpmt
320 Library Expansion 536,766.55
351 Public Safety
352 Infrastructure 5,396.18
353 Facility 560.00
354 Park and Trail 5,698.54
400 Library Debt
410 Civic Cntr COP
420 Leonard Creek
700 Quarry Creek
710 Heritage Prsvn
720 Cable TV
730 PD #2
740 PD #3
800 Deposit Agency 25,455.62
810 Deferred Comp
830 Payroll Agency
990 SPFA
Subtotal
PAYROLL CHECKS: 628911-28937
TOTAL
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SARATOGA CITY COUNCIL
MEETING DATE: Apri12, 2003 AGENDA ITEM:
L
DEPT: Community Development CITX MANAGE
PREPARED BY: Kristin Borel DEPT HEAD: I
SUBJECT: Planning Commission Actions, March 26, 2003
RECOMMENDED ACTION(S):
Note and file.
REPORT SUMMARY:
Attached are the Planning Commission Action Minutes of March 26, 2003
FISCAL IMPACTS:
N/A
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
N/A
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
N/A
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Action Minutes -Saratoga Planning Commission
~~
CITY OF SARATOGA PLANNING COMMISSION
ACTION MINUTES
DATE: Wednesday, March 26, 2003 - 7:00 p.m.
PLACE: Council Chambers/Civic Theater, 13777 Fruitvale Avenue, Saratoga, CA
TYPE: Regular Meeting
ROLL CALL: Commissioners Barry, Garakani, Hunter, Kurasch, Roupe, Zutshi and Chair Jackman
Absent: None
Staff: Planners Livingstone &t Vasudevan, Dtrector Sullivan and Minutes Clerk Shinn
PLEDGEDFALLEGIANCE
MINUTES: Draft Minutes from Regular Planning Commission Meeting of March 12, 2003. (Approved 5-0-2,
Kursach and Hunter Abstain)
ORAL COMMUNICATIONS -Any member of the Public will be allowed to address the Planning Commission for up to three minutes on
matters not on this agenda The law generally prohibits the Planning Commission from discussing or tahing action on such items. However,
the PlanningCommission may instruct staff accordingly regardingOral Communications underPlanningCommissiondirection toStaff.
REPORT OF POSTING AGENDA
Pursuant to Government Code 54954.2, the agenda for this meeting was properly posted on March 20, 2003.
REPORT OF APPEAL RIGHTS
If you wish to appeal any decision on this Agenda, you may file an "Appeal Application" with the City Clerk
within fifteen (15) calendar days of the date of the decision, pursuant to Municipal Code 15-90.050 (b).
CONSENT CALENDAR
- None
PUBLIC HEARINGS
All interested persons may appear and be heard at the above time and place. If you challenge a decision of
the Planning Commission pursuant to a public hearing in court, you may be limited to raising only those
issues you or someone else raised at the public hearing(s) described in this agenda, or in written
correspondence delivered to the Sazatoga Planning Commission at, or prior to, the public hearing. In order
to be included in the Planning Commission's information packets, written communication should be filed on
or before the Monday, a week before the meeting.
1. APPLICATION #02-039, SARATOGA OAKS HOMEOWNERS ASSOCIATION, Appeal of
An Administrative Decision; The Saratoga Homeowners Association has filed an appeal of an
administrative decision made pursuant to Municipal Code Section 15-50:120, Tree Regulations,
Violations Penalties. The administrative decision requires $35,439.00 in cash and $17,719.50 in native
replacement trees for removing a total of 12 trees without a city issued tree removal permit.
(CHRISTINE OOSTERHOUS) (REQUEST TO BE CONTINUED) (APPROVED 7-O TO CONTINUE TO
MEETING ON ARPIL 23, 2003)
2. APPLICATION #02-280 (397-17-012) - KALKUNTE; 14625 Fruitvale Avenue; -Request for
Design Review approval to construct a new two-story 5,815 square foot home. The maximum
height of the proposed residence is 26 feet. The pre-existing structure on this 42,011 (net) square
foot site was demolished in conjunction with a Design Review approval granted for a new two-
story home on December 12, 2001. The current Design Review application #02-280 was filed
because the applicant no longer wishes to construct the home as previously designed and
approved by the Plamiing Commission. The site is zoned R-1-40,000. (LATA VASUDEVAN)
(APPROVED 7-0)
3. APPLICATION #02-215 (517-22-003) - BORELLI, 20200 Hill Avenue; -Request for Design
Review to build a new single-family 6,730 square foot two-story home with a 1,780 square foot
basement. The maximum building height of the residence will be 26 feet. The lot size is
approximately 77,003 square feet net and the site is zoned R-1-40,000. (JOHN LIVINGSTONE)
(APPROVED 7-0)
DIRECTORS ITEM
- None
COMMISSION ITEMS
- Commissioner's sub-committee reports
COMMUNICATIONS
WRITTEN
- Ciry Council Minutes from Regular Meetings on February 5, 2003, February 11, 2003, and March
5, 2003.
ADJOURNMENT TO NEXT MEETING
- Saturday March 29, 2003, at 9:00 a.m. in the Administrative Conference Room
13777 Fruitvale Avenue, Saratoga, CA
If you would like to receive the Agenda's via e-mall, please send your e-mail address to planning@sarato ag ca.us
L~~
SARATOGA CITY COUNCIL
MEETING DATE: Anri1 2, 2003
ORIGINATING DEPT:
PREPARED BY
~~
AGENDA ITEM:
CITY
DEPT
SUBJECT: El Quito Park Sand Channel Vertical Bypass Drainage Project- Award of
Construction Contract
RECOMMENDED ACTION:
Move to declare Colony Landscape & Maintenance, Inc. to be the lowest responsible bidder
on the project.
2. Move to award a construction contract to Colony Landscape & Maintenance, hrc. in the
amount of $69,200.00.
3. Move to authorize staff to execute change orders to the contract up to $7,000.
REPORT SUMMARY:
Sealed bids for the El Quito Park Sand Channel Vertical Bypass Drainage Project were opened on
Thursday, March 27~'. One bid was received, and a summary of the bid information is attached
(Attachment 1). Colony Landscape & Maintenance, Inc. submitted the sole bid of $69,200.00,
which was 14°jo below the Engineer's Estimate of $80,000.00. Staff has carefully checked the bid
along with the listed references and has determined that the bid is responsive to the Notice Inviting
Sealed Bids dated March 27, 2003.
The scope of work includes famishing all materials, equipment, and labor to design, furnish, and
install a sand channel drainage system. This system incorporates a grid of narrow (8-inch) vertical
sand channels underneath the playfield surface, with perforated pipe embedded at the bottoms of
the channels: Surface water is quickly absorbed by the sand-filled channels, conducted into the
perforated pipe,: and carved away to the nearest stormdrain connection. This system allows for
relatively rapid drying timrs of playfields.
It is therefore recommended that the Council declare Colony Landscape & Maintenance, Inc. to be
the lowest responsible bidder on the project, and award a constmction contract to this firm in the
amount of their bid. Further, it is recommended that the Council authorize staff to execute change
orders to the contract up to an amount of $7,000.00 to cover any unforeseen circumstances and
additional work, which may arise during the course of the project.
FISCAL IMPACTS:
Funding for this work is programmed in the adopted budget and contains sufficient funds to cover
the contract and recommended change order amounts.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Colony Landscape & Maintenance, Inc. will not be declared the lowest responsible bidder and a
construction contract will not be awarded to that firm. The Council may make specific findings to
declare another bidder to be the lowest responsible bidder, or reject all of the bids and direct staffto
re-bid the entire project.
ALTERNATIVE ACTION(S):
None in addition to the above.
FOLLOW UP ACTION(S):
The contract will be executed and the contractor will be issued a Notice to Proceed. Work will
begin as soon as possible, and be completed by within 15 working days.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
1. Bid Summary.
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SARATOGA CITY COUNCIL
MEETING DATE: Ail 1,~.2QQ3 AGENDA ITEM:
ORIGINATING DEPT: P.rLRlic Wnrks CITY MANAGE~4 1r4~A~-.1'lh k~f~
PREPARED BY~.~C`i-~~l DEPT
SUBJECT: EI Quito Park Irrigation Renovation Project -Award of Construction
Contract
RECOMMENDED ACTION:
1. Move to declare Colony Landscape & Maintenance, Inc. to be the lowest responsible bidder
on the project.
2. Move to award a construction contract to Colony Landscape & Maintenance, Inc. in the
amount of $54,000.00.
3. Move to authorize staff to execute change orders to the contract up to $5,500.00.
REPORT SUMMARY:
Sealed bids for the El Quito Park Irrigation Renovation Project were opened on Thursday, Mazch
27th. A total of four contractors submitted bids and a summary of the bids received is attached
(Attachment 1). Colony Landscape & Maintenance, Inc, submitted the lowest bid of $54,000.00,
which 23%below the Engroeer's Estimate of $70,000.00. Staffhas carefully checked the bid along
with the listed references and has determined that the bid is responsive to the Notice Inviting Sealed
Bids dated Mazch 27, 2003.
This project upgrades and modernizes theaging imgation system at El Quito Park. The scope of
work includes fixrnishing and installing new pipelines and fittings, sprinkler heads, valves, and
control units.
It is therefore recommended that the Council declare Colony Landscape & Maintenance, Inc. to be
the lowest responsible bidder on the project, and award a construction contract to this firm in the
amount of their bid. Further, it is recommended that the Council authorize staff to execute change
orders to the contract up to an amount of $5,500.00 to cover any unforeseen circumstances and
additional work, which may arise during the course of the project.
FISCAL IMPACTS:
Funding for this work is programmed in the adopted budget and contains sufficient funds to cover
the contract and recommended change order amounts.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTIONS
Colony Landscape & Maintenance, Inc. will not be declazed the lowest responsible bidder and a
construction contract will not be awarded to that firm. The Council may make specific findings Yo
declare another bidder to be the lowest responsible bidder, or reject all of the bids and direct staff to
re-bid the entire project.
ALTERNATIVE ACTION(S):
None in addition to the above.
FOLLOW UP ACTION(S)::
The contract will be executed and the contractor will be issued a Notice to Proceed. Work will
begin as soon as possible, and be completed by within 15 working days.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
1. Bid Summary.
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SARATOGA CITY COUNCIL
MEETINGDATE: Apri14, 2003 AGENDA ITEM:
ORIGINATING DEPT: City Manager's Office CITY MANAGER:
PREPARED BY: Lorie Tinfow DEPT HE
J
SUBJECT: Saratoga Library Project Update
RECOMMENDED ACTION(S):
None; information only
REPORT SUMMARY:
Budget Summary Report. There have been no significant budget changes since my last report.
Budget Status. The table below shows the status of funds:
Committed Pro~ect Total as of 3/13/03 without contin enc $14,357,296
Chan ere uests shown as "estimate of char es to contract" + $289,304
Total Pro'ect Costs oth committed and chap ere nests = $14,646,600
Total authorized bud et $14,700,000
Remainin Balance = $53,400
Percent of time elapsed for entire ro'ect-Phase I and II 83 weeks/79 weeks 105%
Construction schedule. The substantial completion date remains April 15, 2003. However,
PG&E has delayed gas connection which could delay installation of the carpet, shelving and
ceiling tiles, and push out the final completion date.
FISCAL IMPACTS:
Not applicable.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
Not applicable.
ALTERNATIVE ACTION(S):
`The change request total represents all confractor requests made to date and is a "worst case" estimate. This
number is simply shown for tracking purposes and appears on the attached Budget Summary as a subtotal under
"Estimate of Changes to Contract"
Not applicable.
FOLLOW UP ACTION(S):
Staff will continue to bring budget updates to Council on a regular basis until the project is
complete.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Nothing additional.
ATTACHMENTS:
None.
LJ
~.~
•
SARATOGA CITY COUNCIL
MEETING DATE: Apri12, 2003 AGENDA ITEM:
ORIGINATING DEPT: Public Works CITY MANAGER: ® (.J
PREPARED BY: 1-~- '~'r1~ ~ DEPT HEAD: ~
SUBJECT: Gardiner Park /Wildcat Creek Trail Update
RECOMMENDED ACTION(S):
Informational Only
REPORT SUMMARY:
A pathway connecting Gardiner Park to Springhill Court was closed by the Santa Clara Valley
Water District August 2002 after receiving a complaint from a resident living adjacent to the
pathway who cited privacy and safety concerns. After hearing neighborhood testimony at their
regular meeting on November 20, 2002, City Council directed staff to reopen the pathway and to
develop a Joint Use Agreement with the Santa Clara Valley Water District for this purpose. In
addition, Council directed staff to form a task force to discuss resident's issues and to bring
forward, upon conclusion of the meetings, recommendations addressing the concerns of those
opposed to it.
The Gardiner Park /Wildcat Creek Trail Task Force held meetings on January 23 and Mazch 6,
2003. These meetings were well attended, and input supporting and opposing the reopening of
the trail was documented as follows:
• Opposition issues of concern from reopening: Safety, security, privacy, liability, crime,
traffic, litter, noise, alcohol /drug use, decrease in property values.
• Advocate issues and reasons for reopening: Safety, security, public access to pazk,
recreation, exercisE;, enjoyment of nature, transportation, closed without proper notice.
At the January 23 meeting, the task force requested the water district complete a survey defining
the property lines along the pathway. The water district completed this survey and presented it at
the March 6 meeting. The survey showed slight variations in property lines when compared to
the existing location of fences along the pathway. None of the variations are significant enough
to prevent a pathway from running between the creek and property boundaries, so the task force
commenced the process of making some preliminary recommendations, which are listed below in
order of preference:
F
1. "Turn back the hands of time" and restore the area to the condition it was prior to
placement of the fences by the Santa Clara Valley Water District. Do not enter
into a joint use agreement or make any physical improvements to the trail. Take
down the fences and reopen the trail.
2. The City enters into a joint use agreement with the Santa Clara Valley Water
District and takes down the fences and reopens the trail but does not make any
physical improvement to it.
3. The city enters into a joint use agreement with the Santa Clara Valley Water
District and takes down the fences and reopens the trail with improvements
consistent with trail standards listed in the 1991 Parks and Trails Master Plan.
The task force recommendations were made pending feedback from-the Santa Claza Valley
Water District. The task force member representing the water district was not able to support or
deny the above recommendations without forwazding them to his legal department. City staff
indicated final recommendations would be reviewed by the City attorney contingent. upori review
by the water district legal department and Board of Directors.
City staff was informed by Santa Clara Valley Water District Staff their Legal Department should
have an initial finding available for distribution by April 18; 2003. The task force will meet and
make its final recommendation to Council pending receipt of the water district legal departments
review.
FISCAL IMPACTS:
None
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION(S):
Informational only
ALTERNATIVE ACTION(S):
N/A
FOLLOW UP ACTION(S):
None
ADVERTISING, NOTICING AND PUBLIC CONTACT:
None
ATTACHMENTS:
None i
SARATOGA CITY COUNCIL
MEETING DATE: Apri12, 2003 AGEI\
ORIGINATING DEPT: City Manager .CITY
PREPARED BY: Cathleen Boyer DEPT HEAD:
SUBJECT: Clarification to City Code Section 2-12.13(b) Attendance
RECOMMENDED ACTION:
Provide direction to Staff
REPORT SUMMARY:
On March 6, 2002, the City Council adopted Ordinance 203, which among other things
established attendance requirements for all Ciry Commissions. Section 2-12.13 (b) states:
"(b) If a Commissioner is absent without permission of the Chair or, in the case of the
Chair, the Mayor) from three consecutive regular meetings, the Commissioner's office becomes
vacant and shall be filled as any other vacancy. If a Commissioner is absent without permission
from two consecutive regular Commission meetings, the secretary of the Commission shall mail
to the Commissioner a courtesy notice of the requirements of this section, provided, however,
that such notice shall not operate as prerequisite to the establishment of a vacancy pursuant to
this paragraph (b) and the failure to mail such notice shall not create any right of action in any
Commissioner or any other person
This section failed to anticipate the need to provide clear direction to the Chairs regarding what
activities qualified for granting permission to individual Commissioners permission to miss
meetings. Consequently, some Commissioners have had numerous absences that had been
permitted by the Chair, but absent nonetheless.
FISCAL IMPACTS:
None
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTIONS:
1. Amend- Section 2-12.13 providing clarity on what activities qualify for Chairs to
exercise their authority to grant permission to individual Commissioners to be
absent.
2. Adopt a Council Policy providing clarity on what activities qualify for Chairs to
exercise their authority to grant permission to individual Commissioners to be
absent.
3. Direct the Mayor to have conversations with the Chairs providing clarity on what
activities qualify for Chairs to exercise their. authority to grant permission to
individual Commissioners to be absent.
FOLLOW UP ACTION:
This depends upon the direction of the City Council.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
None
2 of 2
C~
SARATOGA CITY COUNCIL.
MEETING DATE: Apri12, 2003
ORIGINATING DEPT: Recreation
PREPARED BY: L:
AGENDA ITEM: _ __
CITY
DEPT HEAD:
SUBJECT: City Council Meeting Location Options
RECOMMENDED ACTION(S):
Accept report and direct staff accordingly.
REPORT SUMMARY:
For years Saratoga City Council members have been unhappy with having their meetings in the
Saratoga Civic Theater. They have received numerous complaints from the public about the
placement of the City Council and Planning Commission on the stage, five feet above someone
addressing them from the podium Staff was asked to explore other meeting location options to
see if there would be amore preferable setting for the Wednesday night meetings..
As part of this study KSAR representatives were asked to provide their input on each location.
They toured each facility and their input is included in each option listed below.
Fellowship Hall at the North Campus
Fellowship Hall at the North Campus has a lot to offer and is a very good size for City Council
meetings. The capacity of the lazge room is over 350. This facility, if used for public meetings,
would need upgrading, as there have been no improvements to this building in yeazs. There aze 98
parking spaces at the North Campus and this should accommodate most large groups.
The down side of the Fellowship Hall location is that it is over 4 miles from City Hall. The city
does not have staff at the North Campus, so a facility maintenance workerwould have to drive
over to this site twice each week to set up and take down the room for the meetings.
Fellowship Hall would need several improvements before occupancy. The building is not ADA
compliant and facility upgrades would be needed before public access is allowed. The cost for the
ADA improvements is over $100,000. Other improvements needed would be the installation of
an acoustical ceiling: $12,000, replacement of the carpeting: $14,000, painting inside and out:
$3000, and improved lighting: $5000. The current meeting dais, with chairs, could be relocated
and stored at this facility, but chairs for the audience would need to be purchased. 200 chairs
would cost $6000. KSAR, in their evaluation ofthis site, felt at least $120,000 in new equipment
would need to be purchased for televising meetings at a new location. They also felt an additional
$20,000 to $30,000 would be needed for presentation improvements, such as a projector, doc
camera and a scan converter. The minimum cost to upgrade the Fellowship Hall at the North
Campus for City Council and Planning Commission meetings would be between $260,000 to
$290,000.
Library Community Room
The Library Community Meeting Room will be available for community use in June. This neW
facility will look great and have a meeting capacity of 120. If the City Council were to use this
room, no improvements or changes to the facility would be needed. .
The Community Room at the Library might not be lazge enough for City Council meetings. Also,
this room has a history of heavy use by non-profit groups, and the City usage of this space would
impact other community organizations. If the City Council wants to proceed with this option, as
a trade off, they could make available the Senior Care Room at a reduced rate on Wednesday
night for community groups. This room at the Community Center is not large enough for City
Council, and Planning Commission meetings, but would work for most non-profit groups. The
capacity of the Senior Caze Room is 78.
The Library Commission, at their meeting on March 26'", voted unanimously to request to the
City Councfl that the Use Policy for the Library Community Meeting Room remain the same. The
.Friends of the Sazatoga Libraries feel the same way.
KSAR, at this location, would have to utilize one of the storage closets to create a walled off,
secure control room The Community Meeting Room was not pre-wired for televising meetings
so surface conduit would have to be added for cabling. Equipment costs would be the same as
Fellowship Hall, and estimated to be between $120,000 to $150,000.
Civic Theater
The City Council and Planning Commissions have met in the Saratoga Civic Theater for years.
This facility was built in 1964 and has had very few upgrades in 40 years. The location of the
theater is ideal and there is parking neazby. There are 300 seats in the theater and this has been
adequate for the current uses. The sound system and lighting for meetings seerns to work fine.
The television equipment is already in place, although KSAR stated that this. location would
benefit from new equipment.
The Civic Theater is also used by West Valley Light Opera and Saratoga Drama Group and is
used over 250 times per year for theatrical performances or rehearsals. Every Sunday night, after
the last performance, the drama groups have. to take down their sets and move all their equipment
and props off the front stage. This normally takes between one and two hours. On Wednesday
afternoons a facility maintenance worker has to put together. the dais, hook up and test the
microphones and. set up for the meeting. This takes approximately one hour. On Thursday
morning a maintenance worker then goes back into the theater to take down all the equipment.
2of5
The drama groups then have to set up their sets, props and equipment before their next show on
. Thursday or Friday night. Depending on the show, sometimes all the sets and decorations cannot
be moved off stage and are visible during Council and Commission meetings.
There is no.cost to this option, although KSAR states that they would like new cameras and video
equipment, a new sound system and new presentation equipment.
A New Council Chamber
A new City Council and Commission Chamber was included in the Civic Center Master Plan
approved by the City Council in December 2001. This facility was going to include a small
addition to City Hall and a shared lobby with the Civic Theater. Most other cities have a
designated room for City Council meetings. This large room could be planned and built exactly
they way we want it for use by the many City Commissions, task forces, committees and staff
meetings.
Attached you will find a copy of the Master Plan drawing of the City Hall addition including
location of a new Council Chamber. This addition is 7800 square feet and was estimated by the
Noll and Tam Architects to cost $2.9 million. This price includes a shared lobby with the Civic
Theater, a new entrance and addition to City Hall and some other amenities. The actual size of the
Chamber is 3500 square feet.
Cost for new construction in Saratoga is valued by the Building Department at $80 a square foot,
which would calculate the price of a new 3500 square feet building at $280,000. At this time
there is no design and many unknowns. Also, the City would have to pay Davis Bacon wages, so
it is felt that a $200 per square foot price would be a safer figure to use for an estimate. For a
new 3500 square feet CounciUCommission Chamber cost estimate should probably be in the
$700,000 range. KSAR likes this option of a new building best and felt all of their needs could be
addressed in the design of the space.
FISCAL IMPACTS:
None at this time.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION (S):
NA
ALTERNATIVE ACTION(S):
NA
FOLLOW UP ACTION(S):
. As directed by the City Council.
3 of 5
ADVERTISING, NOTICING AND PUBLIC CONTACT:
"The Saratoga Library Commission, Friends of the Saratoga Libraries, West Valley Light Opera,
Saratoga Drama Group and KSAR were notified.
ATTACHMENTS:
1. Master Plan Drawing ofthe Location of Council Chamber
u
• II
4of5
l J
a
SARATOGA CITY COUNCIL
MEETING DATE: Apri15, 2003- AGENDA ITEM: AA~
ORIGINATING DEPT: Admin Services CITY MANAGER: ~ ~d'(ti W
PREPARED B~~~ DEPT HE
SUBJECT: Xerox and Kyocera Digital Copier Machines
RECOMMENDED ACTION:
Authorize City Manager to execute a lease agreement with Xerox and Kyocera Corporation.
REPORT SUMMARY:
Backtround
The City of Saratoga has been leasing a Xerox 5100 since 1997. This machine is an analog
copier. Although this machine is meeting the. City's needs, there are many drawbacks such as the
higher emission of heat and fumes into the air, lack of energy efficiency, and cost of required
"Xerox" paper. Maintenance concerns have also increased where staff has experienced more
jamming and down-time during repairs. A common response and repair time would be up to 4
hours or more depending on the issue. Replacement parts may need. to be specially ordered since
there are limited supplies to older machines. This can effect the copying of council packets and
prompt delivery. The City's lease agreements have recently expired and we aze contently on
.month to month basis.
Last October 2002, a committee was assigned to investigate the possible purchase and/or lease of
anew copy machine. Ben Cheng, Kristen Borel, Ann Sullivan, 7ulie Ingraham, and Cathleen
Boyer researched many copiers currently on the market. The committee invited four companies
to provide copy machines comparable to the currant large Xerox 5100 and smaller Xerox
machines, on a trial basis. Those companies were Xerox, Kyocera, Toshiba, and OCE.
The primary factors used for consideration of a new machine were pricing, company reliability,
functionality, capability, ease of use, customer service support and whether the overall needs of
the City will be addressed.
L The committee is recommending the new Xerox DC 490ST to replace the current lazger copier
for the following reasons:
• The base monthly lease cost of Xerox is least expensive among the 3 companies and is
offered at the rate less than the City's current Xerox machine, providing a monthly
savings of $836;
• The base monthly lease cost also includes network capabilities to our computer servers as
well as maintenance cost;
• Staff has been satisfied with the previous Xerox maintenance support and believes they
will continue providing strong customer service;
• Offers the most capabilities and ease of functionality.
2. The Committee is recommending the new Kyocera KM-2030 machine to replace the current '
smaller copier, for the following reasons:.
• .The base monthly lease cost of the Kyocera is least expensive. among the 3 companies
and is offered at the rate less than the City's current Xerox machine, providing a monthly
savings of $54;
• Has higher capabilities than the existing machine such as ability to sort, more memory,
higher resolution, and is energy efficient.
FISCAL IMPACTS:
Based on 75,000 average copies per month, the City's new rate would be $1,121.50,. which
includes service and supplies. Currently the City pays $1,957.40.
Additionally, Xerox is offering a 6 month promotion at $706.49, which will save the City
approximately $7,050.46.. This promotional savings is in addition to the $836 that would be
saved, after the first six months, when compared to the City's current machine.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
The City would continue using the current older and less capable machines at a higher monthly
operating cost.
ALTERNATIVE ACTION:
N/A
FOLLOW UP ACTION:
Execute lease agreement.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
N/A
ATTACHMENTS:
Attachment A -Comparison sheets
2of2
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r XEROX
XEROX DC 490ST DIGTi'AL NETWORKED COPIER
With 100-Sheet Finisher
Features:
J
City of Saratoga
• 90 pages per minute
Automatic Document Feeder holds 75 originals
• Automatic Duplex from single or 2-sided copies
• Ability to handle 16 to 110 Ib, index
• Automatic Reduction & Enlargement from 2500%
• Total paper capac'dy totaling 5,150 pages
• 50-Sheet Bypass tray
2000-Sheet stapling finisher
• Intel Celeron 300-MHz processor, 64 MB RAM
Network Connectivity
• TOTAL SATISFACTION 6UARANTFE
60 MONTH FAIR MARKET VALUE LEASE
First Six Monthly Payments = $631.50 ; All copies are Billed @ .001
Monthly Payments 7-60 including Maintenance Base $671.50
YOU PAY FOR EACH IMPRESSION
Service $.005
Supplies .001
Total $.006 x (your volume) =Total Monthly Service and Supplies Fees
Service and Supplies* are Included (*Supplies, Not Including Paper and Staples)
Delivery, Training, and Installation also Included
Pricing is governed by Stanford Contract #071396904 and does not include taxes -Effective March 24, 2003
• • • • ..fir
Copying Process
Indirect Electrostatic Photographic Method
Specialty Paper ° V.
lab Paper from Bypass and Lower Drawer
Paper Exit Face Down. Paper Supply Tandem LCF-Letter 2,500 Sheets, ' _ ,, ,, ; }',
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Copy Speed 81 PPM Power Consumption Maximum 2.0 kW (118 20A
First Copy Out Time 3.2 Seconds - OPTIONS '
Warm-Up Time Approximately 160 Seconds MP4003 4,000-Sheet Front Loading.Large Capacity Feeder
Photoconductor OPC Drum MJ1017 50-Sheet Stapler Finisher, 2-Tray, 4000-Sheet Capacity Toul ,
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Monthly Duty Capacity Total, Saddle-Stitch LT and LD Only 15 Sheets Maximum
Hard Disk Drive 10 GB MJ6003 Hole Punch 2 and 3 Depending on Paper Size or Orientation
Memory 32 MB RAM MJ7001 Post Inserter 100 Sheets Maximum 140 Lbs. Maximum
Document Storage 24 Locations GL-1020 Embedded Network Print & Scan Controller
Maximum Ledger GA-1140 EFI Fiery•Embedded Network Print Controller
Original Size GE-1060 HDD for GA-1140-Provides Adobe• PostScript" 3, Scanning,
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Maximum Copy Size GE-1110 Scan Accelerator Board for GA-1140 & GE-1060
Paper Thickness 17 Lbs. Bond-110 Lbs. Index (All Sources) GE-1020 Adobe• PostScript" 3 Chip for GA-1140
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Paper Capacity
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Processor . Intel• Celeron" 566 MHz `Processor Intel°Pentium•'lll 500 MHz ~" ~ ~ "' `' ' /~
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Hard Diskbrive 20 GB HDD 3.8' - Hard Disk Drive O tibnal 10 GB HDD 2 B
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City of Saratoga
Xerox 490ST System
Xerox 490ST Pricing based on current 5100 trade-in
60-month Fair Mazket Value Lease.
Lease Price Includes Service, Parts, Labor and Supplies excluding paper and staples
Pricing includes:
Pick up of 5100
Delivery and Installation of 490ST
Pre-Pack Supplies
Training and Analyst Time
•o• Current Monthly Costs for Xerox 5100
Monthly Lease Payment $1,873.40
Includes 58,000 copies
6 month average = 75,000
75,000.- 58,000 = 17,000 copies at $.0112 = $190.40
otal monthly cost on 5100 $2,063.80
• Proposed Monthly Costs for Xerox 490ST
STEF i
6 month warranty includes all service base charges and service per copy /print charges
Monthly Lease Payment for Months 1-6 $631.49
All copies billed at $.001 supply meter
- 75,000 at $.001 = $75.00
Total Monthly Cost $706.49
For Months 1-6, Savings of $1,357.31 per month
Tota16 Month Savings = $8,143.86
STEP' 2
Monthly Lease Payments months 7 - 60
Monthly Lease Payment months 7 - 60 $671.49
All copies billed at $.006
- 75,000 at $.006 = $450.00
Total $1,121.49
Monthly Savings of.$942.31
Tota112 Month Savings = $13,797.72
LEASE AGREEMENT
Customer Legal Name (Bill to) CITY.OF SARATOGA
Name Overflow (if needed)'
Street Address
Box#/Roofing
City, State
Zip Code
Tax IDq
Periodic Min.# of Prints
(based on Meter I Print Charges) _ _ _
13777 FRUITVALE AVE
SARATOGA, CA
95070-5151
Customer Name (Install)
Name OverFlow (if needed)
CITY OF SARATOGA
Installed at Street Address 13777 FRUITVALE AVE
Floor/Room/Routing
Cary, State SARATOGA, CA
Zip Code 95070-5151
Counry Installed In SAN MATED
Customer Requested Install Date 10/24/2002
Lease Payment Information
THE DOCUAtF.\T COMPAtVY
XEROX.
Check all that apply
^ Tax Exemp[ (Sales Taz Exemption Cenificate attached)
^ Assoc./Coop. Name:
ONegoiiated Contract #:Q7t;96904 ^DSA Contract#: -
^ValueAddedServices:
^Attached Customer P.O.#s: Supplies:
^x State or Local Government Customer
Int. Rate: % Total Int. Pavable: $
^ Replacement/Modification o(Prior Xeroz Agreement
Agreement covering Xerox Equipment Serial# (or 95#):
is hereby ^ modified ^ replaced Effective Date:
Comments:
Lease Information Lease Tenn :. 60months
^X Supplies included in Base/Print Charges
^ Refin. of Prior Agmit.:^ Xerox (95#): ^ 3rd Pany Eq.
Arnt Refin: S Int Rate: % Total Int Payable: $
Produtt
(with serial number, if in place equipment) .purchase
O tion Down
Payment Prev
Install Final
Intertn
DC490ST 490 DIGITAL SYSTEM SFMV
1 IOOFIN-90190PWRCONV
Consultin Services
Customer Education
733.46 :MINIMUM LEASE PAYMENT (excl. of applic. taxes)
Price Information
^ Purchased Supplies ^ Cash ^ Fin'd
^ Application Software
Reorder # Descri tion rice Software Title Initial License Fee Waal Renewal Fee
^ Cash ^ Finance ^ Su ort OnI
$ $
S
Total Price = Total Initial License Fees =
^ Trade-Tn Allowances
Manufacturer Model/ Final
Serial # Princi al Pa Went q: Allowance
$
S
Total Allowance =
Total Allowance Applied to: ^Trade-In Equip. Balance:
^Price of Replcmnt. Equip.:
Agreement Presented By:
Xerox Name: Nom Clark Phone:f408)963-2135
FOR AUTHORIZED HQ INTERNAL USE ONLY:
Accepted: Xerox Comoration
^ K-16 Billing Additional Options (check all that apply)
Suspension ^ Run Lengrh Plan Fixed Price Plan
(check l as required) ^ per-Foot Pricing
n1omhs affected ^ Extended Service Hours:
^ June only Description: / $ 0 mo.
^ July only ^Attached Addenda:
^ August only
^ June -July ^ Other Addenda:
^ July-August
AGREEMENT CONSISTS OF THIS PACE AND TERMS ON
ADDJTIONAL ATTACHED PAGES
Customer Name: CITY MANAGER
By: Signature: X Phone: (408)868-1270
(Signature ofAallmrized Sigaerj Sigrmntre rfAUthurizeJ Signer )
Title Date: Title: Buyer Date: .
Worksheet: 994844 Unit:l 10124/200214:48:40 E-Mail:
Base
Periodic Min.# of Prints -
(based on Meter 1 Print Charges)
Mos.
Mtn. Lease Pavment Frea.
(periodic, <acluding excess,rcm, chugs)
^ Monthly ^Quanerly
^Serni-Annual ^Annual
^ Other
Min. Lease Pavment Mode
^Advance ^ Arrears
Periodic Base Charge '&
Print Charge Meter L•
Prints I - 8
Prints - b
Prints -
Print Charge Meter 2:
Prints 1 -
Prints -
DocuBroker Formal 51860 (10/2002) 10/24/2002 Page 1 of 6
Periodic Min.# of Pdnis
(based on Meter 1 Print Charges)
GENERAL TERMS: The following terms apply Co all lease transactions:
1. PRODUCTS. The term "products" shall refer collectively to all equipment
.(the "Equipment"), software, and supplies ordered under this Agreement. You
represent that the Products are being ordered for your own business use (rather
than resale) and that they will not be used (or personal, household or family
purposes.
2. NON-CANCELABLE LEASE. THIS AGREEIvIENT 1S A LEASE AND IT
CANNOT BE CANCELED OR TERMINATED EXCEPT AS EXPRESSLY
PROVIDED HEREEV. YOUR OBLIGATION TO MAKE MINIMUM LEASE
PAYMENTS AND TO PAY ANY OTHER AMOUNTS DUE HEREUNDER
SHALL BE ABSOLUTE AND UNCONDITIONAL AND SHALL NOT BE
SUBJECT TO ANY DELAY, REDUCTION, SET-OFF, UEFENSE,
COUNTERCLAIM OR RECOUPMENT FOR ANY REASON
WHATSOEVER, IRRESPECTIVE OF XEROX'S PERFORMANCE OF ITS
OBLIGATIONS HEREUNDER, MCLUDING I'URSUAN7 TO SECIIONS 4
AND 23 HEREOF. ANY CLAIM THAT YOU MAY HAVE AGAMST
XEROX MAY BE ASSERTED SOLELY AGAMS7 XEROX IN A
SEPARATE ACTION, PROVIDED YOU CONTINUE 7'O FULFILL ALL
YOUR OBLIGATIONS UNDER THIS LEASE.
3. LEASE COMMENCEMENT, PAYMENT, TAXES & CREDIT HISTORY.
A. The lease term for this Agreement shall commence upon installation of the
Equipment provided, however, for customer-installable Equipment, the lease
term for this Agreement shall commence upon delivery of the Equipment.
B. You agree to pay Xeroz each Minimum Lease Payment, all Print Charges
and all other sums due hereunder (including, but not limited to, any non-typical
delivery or removal expenses incured) within thirty (30) days of the invoice date
or on the due date listed on the invoice, whichever is earlier. Restrictive
covenants on checks you send m Xerox will not reduce your obligations.
C. You shall be responsible for any and all applicable Taxes, which will be
included in Xerox's invoice unless you provide proof of your tax exempt status.
"Taxes" shall mean any tax, assessment or charge imposed or collected by any
governmental entity or any political subdivision thereof, however designated or
levied, imposed on [his Agreement or the amounts payable to Xerox by you for
the billing of Products, Print Charges, services and maintenance of any kind;
Taxes include, but are not limited to, sales and use, rental, excise, gross receipts
and occupational or privilege taxes, plus any interest and/or penalty thereon, but
excluding any personal property razes and taxes on Xerox's net income. If a
taxing authority determines that Xerox did not collect all applicable Taxes, you
shall remain liable to Xerox Tor such additional Taxes.
D. As part ofthis transaction, you authorize Xerox (or its agent) to obtain credit
reports (including in connection with credit analysis or subsequent review,
collection or enforcement of your obligations hereunder), make such other credit
inquiries as Xerox may deem necessary, famish payment history information to
credit reporting agencies, and release to prospective assignees of this Agreement
or any rights hereunder information Xerox has about you and [his Agreement.
Even if Products have been delivered, Xerox may, within sixty (60) days
following its acceptance ofthis Agreement, revoke the Agreement if your credit
approval is denied.
4. BAS[C SERVICES. Xeroz (or a designated servicer) will provide the
following Basic Services under this Agreement (unless-you are acquiring
Equipment for which Xerox does not offer Basic Services; such Equipment to be
designated as "No Svc.°):
A. REPAIRS & PARTS. Xerox will make repairs and adjustments necessary to
keep Equipment in good working order (including such repairs or adjustments
required during initial installation). Parts required for repair may be new,
reprocessed or recovered
B. HOURS & EXCLUSIONS. Unless otherwise stated, Basic Services will be
provided during Xerox's standard working hours (excluding Xerox-recognized
holidays) in areas within the United States, its territories, and possessions open
for repair service for the Equipment at issue. You agree to give Xerox reasonable
access to the Equipment. Basic Services shall cover repairs and adjustments
required as a result of normal wear and tear or detects in materials or
workmanship (and shall exclude repairs or adjustments Xerox determines to
relate to or be affected by the use of options, accessories, or other connected
products no[ serviced by Xerox, as well as any non-Xerox alterations, relocation,
service, supplies, or consumables). You agree to use the Equipment in accordance
with al] applicable manuals and instmctions. You also agree to perform all
operator maintenance procedures for the Equipment and to purchase all
referenced parts, tools, and supplies needed to pcrfortn those procedures that are
described in the applicable manuals and instmctions.
DocuBroker Fortn# 51860T&C (10/2002)
C. INSTALLATION SffE & METER READINGS. The Equipment
installation site must conform [o Xerox's published requirements throughout the
term ofthis Agreement. If applicable, you agree to provide meter readings in the
manner prescribed by Xerox. If you do not provide Xerox with meter readings as
required, Xerox may estimate them and bill you accordingly.
D. EXCLUSIVE REMEDY. If Xerox is unable to mainuin the Equipment az
described above, Xerox will, as your exclusive remedy for Xerox's failure to
provide Basic Services, replace the Equipment with an identical product or, at
Xerox's option, another product of equal or greater capabilities. If a replacement
product is provided pursuant to this Section, it shall be subject to the terms and
conditions of this Agreement, there will not be an additional charge for the
replacement product and, except as set forth in Section 10 below, there will no[
be an additional charge fur Basic Services during the then-current term during
which Basic Services are being provided
E. CARTRIDGE PRODUCTS. If Xerox is providing Basic Services for
Equipment utilizing cartridges designated by Xerox as customer replaceable
("Cartridges"), you agree to use only unmodified Cartridges purchased directly
hom Xerox orits authorized resellers in the United States.
F. PC/WORKSTATION REQUIREMENTS. In order to receive Basic Services
and/or Software Support for Equipment requiring connection to a PC or
workstation, you must utilize a PC or workstation that either (1) has been
provided by Xerox or (2) meets Xerox's published specifications.
5. WARRANTY DISCLAIMER & WAIVERS. XEROX DISCLAIMS, AND
YOU WAIVE, THE EvIPL1ED WARRANTY OF FITNESS FOR A
PARTICULAR PURPOSE. THE PARTIES INTEND 7HI5 AGREEMENT TO
BE A "FINANCE LEASE" UNDER AR7ICLE`2A OF THE UNIFORM
COMMERCIAL CODE ("UCC"). EXCEPT TO THE EXTENT EXPRESSLY
PROVIDED HEREIN, YOU WAIVE, TO THE EXTENT PERMITTED BY
APPLICABLE LAW', ALL RIGHTS AND REMEDIES CONFERRED UPON A
LESSEE 6Y ARTICLE 2A OF THE UCC.
6. MTELLECTUAL PROPERTY INDEMNITY. Xerox will defend and
indemnify you if any Product is alleged to infringe someone else's U.S.
intellectual property rights provided you promptly notify Xerox of the alleged
infringement and permit Xerox to direct the defense. Xerox is not responsible for
any non•Xerox litigation expenses or settlements unless it preapproves them in
writing. To amid infringement, Xerox may modify or substitute an equivalent
Product, refund the price paid for the Product (less the reasonable rental value for
the period it was available to you), or obtain any necessary licenses. Xerox is not
liable for any infringement-related liabilities outside the scope of this Section
including, but not limited to, infringement based upon a Product being modified
to your specifcations or being used or sold with products not provided by Xerox.
7. LIMITATION OF LIABILITY. Xerox shall not be liable to you for any
direct damages in excess of S 10,000 or the amounts paid hereunder, whichever is
greateq and neither party shall be liable to the other far any special, indirect,
incidental, consequential or punitive damages arising out of or relating to this
Agreement, whether the claim alleges tortious conduct (including negligence) or
any other legal theory. Any action you take against Xerox must be commented
within two (2) years after the event that caused it.
8. ASSIGNMENT. You may not assign any of your rights or obligations under
this Agreement without Xerox's prior written consent, Xerox may assign this
Agreement, in whole or in par, without prior notice to you and may release
information it has about you and this Agreement. Each successive assignee of
Xerox shall have all of the rights but none of the obligations of Xerox hereunder.
You shall continue to look to Xerox fdrperformance of Xerox's obligations,
including the provision of Basic Services, and you hereby waive and release any
assignees of Xerox from any suih claim. To the extent that Xerox notifies you of
any such assignment, you shall make all payments due hereunder in accordance
with the instructions of such assignees. You shall not assert any defense,
counterclaim or set-off that you may have or claim against Xerox against any
assignees of Xerox.
9. MINN4UM LEASE PAYMENTS. The Minimum Lease Payments, along
with any additional Print Charges, cover your cost for [he use of the Equipment
and its maintenance as described herein. Each Minimum Lease Payment (which
may be billed on more than one invoice) shall consist of the total of (a) any
Periodic Base Charge, and (b) any Periodic Minimum Number of Prints
multiplied by the applicable Meter 1 Print Charge(s). For full-color Equipment,
color copies are counted on Meter 1.
10. MAINTENANCE COMPONENT PRICE INCREASES. Xerox may
annually increase that amount of the Minimum Lease Payment and Print Charges
you are charged I'or maintenance of the Equipment (the "Maintenance
Coniponeni `), each such increase not to exceed 10°/. (For state and local
10/24/02
Page 2 of 6
government customers, this adjustment shall take place at [he commencement of
each of your annual contract cycles)
11. TITLE, RISK & RELOCATION. Title to the Equipment shall remain with
Xerox unless and until you exercise your option to purchase the Equipment. if
you acquire title to the Equipment, you must comply with all applicable laws and
regulations regarding theexport of any commodity, technology and/or software.
You agree thaz: (a) the Equipment shall remain personal property; (b) you will
not attach ang of the Equipment as a fixture to any real estate; (c) you will not
pledgq sub-lease or part with possession of the Equipment or file or pertnie to be
filed any lien against fhe Equipment; and, (d) you will not make any permanent
alterations to the Equipment. The risk of loss due to your fault or negligence, as
well as theft or disappearance, shall pass to you upon shipment from a Xerox
controlled facility. The risk of loss due to all other causes shall remain with
Xerox unless and until you exercise your option to purchase the Equipment.
Unless and until title passes to you, all Equipment relocations must be artanged
(or approved in advance) by Xerox. All parts/materials replaced, including as
part of an upgrade, will become Xerox's property:
12. RENEWAL. Unless either party provides notice at Iwst thirty (30) days
before the end of the lease term of its intention not to renew the lease, it will be
renewed automatically on a month-to-month basis at the same price and on the
same temrs and conditions. Billing will occur at the same frequency as the
original lease. During this renewal period, either side may terminate this
Agreement upon at least thirty (30) days notice.
13. BREACH &. REMEDIES; LATE CHARGES & COLLECTION
EXPENSES.
A. If any payment is not received by Xerox on or before the date it is due, Xerox
may charge you, and you agree to pay, a late charge to cover Xerox's costs of
collection equal to $25.00 (not to exceed the maximum amount permitted by
law).
B. You will be in default under this Agreement if Xerox does not receive any
payment withinfifteen (1 S) days after [he date it is due or if you breach any'other
obligation hereunder. If you default, Xerox, in addition to its other remedies
(including the cessation of Basic Services), may require immediate payment, as -
liquidated damages for loss of bargain and not as a penalty, of. (a) all amounts
then due, plus interest on all amounts due from the due date until paid at the rate
of one and one-half percent (1.5%) per month (not to exceed the maximum
amount permitted by law); (b) the remaining Minimum Lease Payments in the
Agreement's term less any unearned finance, maintenance, and supply charges
(as reflected on the ]esso~s books and records); (c) a reasonable disengagement
.fee calculated by Xerox (the amount of such fee to be available from Xerox at
any time upon requese); and, (d) all applicable Taxes. In addition to paying [he
amounts required in the preceding sentence if you default, you shall either (1)
return the Equipment to Xerox in the same condition as when delivered,
reasonable wear and tear excepted, when requested to do so by Xerox, or (2)
purchase the Equipment by paying Xerox the Purchase Option therefor and all
applicable Taxes. If you elect to purchase the Equipment, title to the Equipment
shall pass to you "AS IS, WHERE IS" and WITHOUT ANY WARRANTY AS
TO CONDITION OR VALUE after Xerox receives payment of the amounts
required under (a), (b),(c), (d)and (2) above in this Section and the Purchase
Option. Xerox's decision to waive or forgive a particular defauh shall not prevem
Xerox from declaring any other default. In addition, if you default under this
Agreement, you agree [o pay all of the costs Xerox incurs to enforce its rights
against you, including reasonable attorneys' fees and actual costs.
14. CARTRIDGES. In support of Xerox's environmental leadership goals,
cattridges packed with Equipment and replacement cartridges may be new,
7emanufaeturod or reprocessed. Remanufacmred and reprocessed cartridges meet
Xerox's new cartridge performance standards and contain new and/or reprocessed
components. To enhance print quality, the cartridge(s) for many models of
Equipment have been designed to cease functioning at a predetermined point. In
addition, many Equipment models are designed to function only with cartridges
that are newly manufactured original Xerox cartridges or with cartridges intended
for use in the U.S. Equipment configuration that pemrits use of non-newly
manufactured original Xerox cartridges may be available from Xerox at an
additional charge. Certain cartridges are also sold as Environmental Partnership
Cartridges; you agree that these cartridges remain the property of Xerox and you
shall return them to Xerox for remanufacturing once they cease functioning.
15. EQUIPMENT STATUS. In support of Xerox's environmental leadership
goals, and unless you are acquiring Previously Installed Equipment, Equipment
will be either (a) 'RJewly Manufactured", which may contain some recycled
components that are reconditioned; (b) "Factory Produced New Model", which is
manufactured and newly serialized at a Xerox factory, adds functions and
features to a product previously disassembled [o a Xerox predetermined standard,
and contains both new components and recycled components that are
reconditioned; or, (c) "Remanufactured", which has been factory produced ~
following disassembly to a Xerox predetermined standard and contains both new
components and recydedcomponents that are reconditioned.
Ib. PURCHASE OPTIONS. You may purchase the Equipment, "AS IS,
WHERE-IS" and WITHOUT ANY WARRANTY AS TO CONDITION OR
VALUE, at the end of, or during, the lease term. You may pmchase the
Equipment s[ the end of the lease term for [he Purchase Option indicated in this
Agreement (i.e., either a set dollar amount or the Fair Market Value of tfie
Equipment at rho lease term's conclusion ["FMV"]), plus any applicable Taxes.
You may purchase the Equipment at any time during the lease term by paying:
(a) all amounts then due; (b) the remaining Minimum Lease Payments in the
AgrecmcnL's term less any unearned finance, maintenance, and supply charges
(as reflected on the lessor's books and records); (C) a reasonable disengagement
fee calculated by Xerox ([he amount of such fee to be available from Xerox at
any time upon request); (d) the applicable Purchase Option; and, (e) all applicable
Taxes. When these amounts have been fully paid title to the Equipment will
transfer [o you.
17. PROTECTION OF XEROX'S RIGHTS. Unless and until you purchase the
leased Equipnretrt, you hereby authorize Xerox or its agents to execute on your
behalf all documents necessary to protect Xerox's rights as the Equipment Lessor
(including any Uniform Commercial Code protective Flings in favor of Xerox).
You agree that Xerox can, but shall not be obligated to, take on your behalf and az
your expense any action required to be taken by you under this Agreement and
which you Fail to take.
lS. REPRESENTATIONS, WARRANTIES & COVENANTS. You represent,
as of the date of this Agreement, that: (a) you have the lawful power and
authority to enter into this Agreement; (b) the person(s) signing this Agreement
have been duly authorized [o do so on your behalf; (c) by entering into this
Agreement you will not violate any law or other agreement to which you are a
parry; (d) you are not aware of anything that will have a material negative effect
on your ability to satisfy your obligations under this Agreement; and, (e) all
financial information you have provided to Xerox is tme and accurate and
provides a good representation of your financial condition.
In addition to the other provisions of this Agreement, you agreethat during the
term of this Agreement, you will promptly notify Xerox in writing if you move
your principal place of business, if you change the name of your business or if
there is a change in ownership.
19. NOTICES. Notices must be in writing and will be deemed given five (6)
days after mailing, or two (2) days after sending by nationally recognized
overnight courier, to your (or our) business address, or to such other address
designated by either party to the other by written notice given pursuant to this
senence. For purposes of the foregoing semencq the term "business address"
shall mean, for you, the "Bill to" address listed on the first page of this
Agreement and, for Xerox, our inquiry address set forth on the most recent
invoice to you
20. FORCE MAJEURE. Xerox shall not be liable to you during any period in
which its performance is delayed or prevented, in whole or in part,' by a
circumstance beyond its reasonable control, which circumstances include, but are
na limited to, the following: act of God (e.g., flood, earthquake, wind); fire; war,
act of a public enemy or tertorist; act of sabotage; epidemic; strike or other labor
dispute; riot; piracy or other misadventure of the sea; embargo; inability to secure
materials and / or transportation; or, a restriction imposed by legislation, an order
or a mle or regulation of a governmental entity. If such a circumstance occurs,
Xerox shall undertake reasonable actiodto notify you of the same.
21. MISCELLANEOUS. This Agreement constitutes the entire agreement a5 to
its subject matter, supersedes all prior and contemporaneous oral and written
agreements, and shall be construed under the laws of the State of New York
(without regard to conflict-of-law principles). YOU CONSENT TO THE
JURISDICTION AND VENUE OF THE FEDERAL AND STATE COURTS Ql
MONROE COUNTY, NEW YORK. If a coon finds any term of this Agreement
to be unenforceable, the remaining terms of this Agreement shall remain in effect.
Xerox may retain a reproduction (e.g., electronic image, photocopy, or facsimile)
of this Agreement which shall be considered an original and shall be admissible
in any action to enforce this Agreement. Xerox may accept this Agreement either
by its authorized signature or by commencing performance (e.g., Equipment
delivery). All changes to this Agreement must be made in a writing signed by
both parties; accordingly, any terms on your ordering documents shall be of no
force or effect. RJ ANY ACTION TO ENFORCE THIS AGREEMENT, THE
PARTIES AGREF. TO WAIVE THEIR RIGHT TO A JURY TRIAL. The
following four sentences control over every other part of this Agreement and over
all other documents now or later pertaining to this Agreement. We both intend to
comply with applicable laws. In no event will Xerox charge or collect any
amounts in excess of those allowed by applicable law. Any part of this
DocuBroker FormtJ 61860T&C (10/2002) 10/24/02 Page 3 Of 6
Ageement that would, but for this Section, be read under any circumstances to
allpw (or a charge higher than that allowed under any applicable legal limit, is
limited and modified by this Section to limit the amounts chargeable under this
Agreement to the maximum amount allowed under the legal limit. [f in any
circumstances, anyamount in excess of that allowed by law is charged or
received, any such charge will be deemed limited by the amount legally allowed
and any amount received by Xerox in excess of that legally allowed-will-be
applied by us to the payment of amounts legally owed under this Agreement, or
refunded to you
SOFTWARE TERMS: The following additional terms apply only to transactions
covering Application Software and/or Xerox-brand Equipment:
22. SOFTWARE LICENSE. The following terms apply to copyrighted software
and the accompanying documentation, including, but not limited to, operating
system software, provided with or within the Xerox-brand Equipment acquired
hereunder ("Base Software'? as well as software specifically set out as
"Application Software' on the face of this Agreement. This license does not
apply to any Diagnostic Software or to any software and accompanying
documentation made subject to a separate license agreement.
A. Xerox grants you anon-exclusive, non-transferable license to use the Base
Software within the United States, its terirories, and possessions (the "United
States") only on or with [he Equipment with which (or within which) it was
delivered. For Application Software, Xerox gams you anon-exclusive, non-
transferable license to use this software within the United States on any single
unit of equipment for as long as you are curtent in the payment of any indicated
software license fees (including any Annual Renewal Fees). You have no other
tights to the Base or Application Software and, in particular, may not: (1)
distribute, copy, modify, create derivatives of, decompile, or reverse engineer this
software; (2) activate any software delivered with or within the Equipment in an
unactivated state; or, (3) allow others to engage in same. Title to the Base and
Application Software and all copyrights and other intellectual property rights in it
shall at all times reside solely with Xerox andior its licensors (who shall be
considered third-party beneficiaries of this Agreement's software and limitation
of liability provisions). Base and Application Software may contain, or be
modified to contain, computer code capable of automatically disabling proper
operation or functioning of [he Equipment. Such disabling code may be activated
iF. (a) Xerox is denied access to the Base or Application Software to periodically
reset such code; (b) you otherwise breach any term of this Agreement, oy (c)
your license is terminated or expires.
B. Xerox may tertninafe your license for any Base Software (I) immediately if
you no longer use or possess the Equipment or are a lessor of the Equipment and
your first lessee no longer uses or possesses it, or (2) upon the termination of any
agreement under which you have rented or leased [he Equipment.
C. If you transfer possession of the Equipment after you obtain title to it, Xerox
will offer the transferee a license to use the Base Software within the United
States on or with it, subject to Xerox's then-applicable terms and license fees, if
any, and provided the transfer is not in violation of Xerox's rights.
D. Xerox wartants that the Base and Application Software will perform in
material conformity with its published specifications for a ninety (90) day period
from the date it is delivered or, for software installed by Xerox, the date of
software installation. Neither Xerox nor its licensors warrant that the Base or
Application Software will be free from ertors or that its operation will be
uninterrupted.
- 23. SOFTWARE SUPPORT. -0uring the period that Xerox (or a designated
servicer) provides Basic Services for the Equipment but in no event longer than
five (5) years after Xerox stops taking orders from customers for their acquisition
of the subject model of Equipment, Xerox (or a designated servicer) will also
provide software support for the Base Software under the following terms. For
Application Software, Xerox will provide this same level of support provided you
are current in the payment of all Initial License and Annual Renewal Fees (or, for
programs not requiring Annual Renewal Fees, the payment of the Initial License
Fee and the annual "Support Only" Fees):
A. Xerox will assure that Base and Applicatior~ Software performs in material
conformity with iu published specifications and will maintain atoll-(tee hotline
during standard business hours to answer related questions.
B. Xerox may make available new releases of the Base or Application Software
that primarily incorporate coding ertor fixes and are designated as "Maintenance
Releases". Maintenance Releases are provided at. no charge and must be
implemented within six (6) months after being made available to you. Each new
Maintenance Release shall be considered Base or Application Software governed
by these Software Terms. New releases of the Hase or Application Software that
are not Maintenance Releases, if any, may be subject to additional license fees at
Xerox's thencurtent pricing and shall be considered Base or Application
Software governed by these Software Terms (unless otherwise noted). You agree
to return or destroy all prior releases.
C. Xerox will use reasonable efforts, either directly and/or with its vendors, to
resolve coding ertors or provide workarounds or patches, provided you report
problems in the manner specified by Xerox.
D. Xerox shall not be obligated (1) to support any Base or Application Software
that is two or more generations older than Xerox's most curtent release or (2) to
remedy coding ertors ityou have modified the Base or Application Software.
E. Xerox may annually increase the Annual Renewal and Support-0nly Fees,
each such increase not to exceed ]0%. (For state and local-government
customers, this adjustment shall take place at the commencement of each of your
annual contracYcycles.)
24. DIAGNOSTIC SOFTWARE. Software used to maintain the Equipment
and/or diagnose its failures or substandard performance (collectively "Diagnostic
Software's is embedded in, resides on, or may be loaded onto the Equipment.
The Diagnostic Software and method of entry or access to it constimte valuable
trade secrets of Xerox. Title to the Diagnostic Software shall at all times remain
solely with Xerox and/or Xerox's licensors. You agree that (a) your acquisition
of the Equipment does not grant you a license or right to use the Diagnostic
Software in any mmuier, and (b) that unless separately licensed by Xerox to do
sq you will not use, reproduce, disuibute, or disclose the Diagnostic Software for
any purpose (or allow third parties to do so). You agree at all times (including
subsequent to the expiration of this Agreement) to allow Xerox to access,
monitor, and otherwise take steps to prevent unauthorized use or reproduction of
the Diagnostic Soflwxre.
GOVERNMENT CUSTOMER TERMS: The following additional terms apply
only to lease transactions with state and local government customers:
25. REPRESENTATIONS & WARRANTIES, FUNDBJG, TAX TREATMENT
& PAYMENT
A. REPRESENTATIONS & WARRANTIES. .You hereby represent and
wartany as of the date of this Agreement, that: (1) you are a State or a fully
constituted political subdivision or agency of the State in which you are located
and are authorized to enter into, and carry out, your obligations under this
Agreement and any other documents required to be delivered in connection with
the Agreement (collectively, the "Documents"); (2) the Documents have been
duly authorized, executed and delivered by you in accordance with all applicable
Taws, roles, ordinances and regulations (including, but not limited to, all
applicable laws governing open meetings, public bidding and appropriations
required in connection with this Ageement and the acquisition of the Equipment)
and are valid, legal, binding agreements, enforceable in accordance with their
temas and the person(s) signing the Documents have the authority to do so, are
acting with the full authorization of your governing body and hold the offices
indicated below their signatures, each of which are genuine; (3) the Equipment is
essential to the immediate performance of a governmental or proprietary function
by you within the scope of your authority and shall be used during the lease term
only by you and only to perform such function; and, (4) your obligations to remit
payments under this Agreement constitute a curtent expense and not a debt under
applicable state law and no provision of [his Ageement constim[es a pledge of
your tax or general revenues and any provision that is so constmed by a court of
competentjurisdiction is void from [he inception of this Ageement.
B. FUNDING. You represent and warrant that al] payments due and to become
due during your curtent fiscal year are within the fiscal budget of such year and
are included within an unrestricted and unencumbered appropriation currently
available for the (ease/purchase of the Equipment, and that it is your intent to use
tfie Equipment for the entire lease term and to make all payments required under
this Agreement. In the event that (1) through no action initiated by you your
legislative body does not appropriate funds for the continuation of this
Agreement for any fiscal year after the first fiscal year and has no funds to do so
from other sources, and (2) you have made a reasonable but unsuccessful effort to
find a creditworthy assignee acceptable to Xerox in its sole discretion within your
general organization who can continue this Agreement, this Ageement may be
terminated. Toeffect this termination, you shall, thirty (30) days prior to the
beginning of the fiscal year for which your legislative body does not appropriate
funds for such upcoming fiscal year, send Xerox written notice stating that your
legislative body failed to appropriate funds and that you have made the required
effort to find an assignee. Your notice must be accompanied by payment of all
sums then owed through the curtent year to Xerox under this Ageement and
must cettify that the canceled Equipment is not being replaced by equipment
performing similaz functions during the ensuing fiscal year. In addition,you
agree at your expense to return the Equipment in good condition t0 a location
designated by Xerox and that, when returned, the Equipment will be free of all
liens and encumbrances. You will then be released from your obligations to
DocuBroker Formt7 51860T&C (10/2002) 10/24/02 Page 4 of 6
make any further payments to Xerox beyond those due for the current fiscal year
(with Xerox retaining all sums paid to date).
C. TAX TREATMENT. This Agreement has been accepted on the basis of
your representation that Xerox may claim any interest paid by you as exempt
from federal income tax under Section I03(c) of the Code. You agree to comply
with the information reporting requirements of Section 149(e) of the Code. Such
compliance ShalFinclude, but not be limited to, the execution of 8038-G or 8038-
GC Information Returns. You hereby appoint Xerox as your agent to maintain,
and Xerox agrees to maintain, or cause [o be maintained, a complete and accurate
record of all assignments of this Agreement in form sufficient to comply with [he
book entry requirements of Section l49(a) of the Code and the regulations
prescribed thereunder from time to time. Should Xerox lose the benefit of this
exemption as a result of your failure to comply with or be covered by Section
l03(e) or its regulations, then, subject to the availability of funds and upon
demand by Xerox, you shall pay Xerox an amount equal to its loss in this regard.
At the time of execution of this Agreement, you shall provide Xerox with a
properly prepared and executed copy of US Treasury Form 8038 or 8038-GC.
D. PAYMENT. Your pa}mtent is due within shiny (30) days of our invoice
date.
ADDITIONAL TERMS: The following additional terms apply only to the extent
[hat you have agreed to one or more of the options described below:
26. SUPPLIES INCLUDED M BASE/PRMT C]-lARGES. ]f this option has
been selected, Xerox (or a designated servicer) will provide you with black toner,
black developer, copy cartridges, and fuser ("Consumable Supplies') throughout
the term of this Agreement. For full-color Equipment, Consumable Supplies
shall also include color toner and developer. You agree that the Consumable
Supplies are Xerox's property until used by you, that you will use them only with
the Equipment, that you will return all Cartridges to Xerox for remanufacturing
once they have been ran to their cease-function point, and that you will return any
unused Consumable Supplies to Xerox at the end of this Agreement. Should your
use of Consumable Supplies exceed the typical use pattern (as determined by
Xerox) for these items by more than 10%, you agree that Xerox shall have the
right to charge you for any such excess usage.
27. REPLACEMENT /MODIFICATION OF PRIOR XEROX AGREEMEM.
If this option has been selected, this Agreement will replace or modify a prior
agreement between you and Xerox covering the specified eyuipment. If it is a
replacement agreement, the prior agreement shall be null and void. If it is a
modification, the prior agreement shall remain in effect except that any terms
presented in this modification agreement that conflict with, or are additive to, any
of the terns in the prior agreement shall take precedence over the terms in the
prior agreement for the balance of the Agreement. In addition, modifications
requiring a reamortiration of your payments may include a one-time
administrztive/processing charge that will appear on your tint bill under this
revised arrangement.
28. XEROX AS FRJANCIAL INTERMEDIARY. if this option has been
selected, you are leasing specifically identified products that were selected by you
and that are not sold by Xerox in the normal coupe of its business. If you have
signed a purchase contract for such products, by signing this Agreement you
assign your rights but none of your obligations under such purchase contract to
Xerox. With regard to these products, you agree that Xerox is leasing them to
you "AS IS, WHERE IS" and that XEROX HAS NOT MADE, AND YOU
HEREBY WAIVE, ANY EXPRESS OR IMPLIED REPRESENTATIONS OR
WARRANTIES WHATSOEVER, RJCLUDING, WITHOUT LIMffATION, (a)
ANY IMPLIED WARRANTY OF MERCHANTABILITY, FITNESS FOR
PARTICULAR PURPOSE OR NON-INFRINGEMENT, and (b) ANY
REPRESENTATION OR WARRANTY REGARDING THE PRODUCTS'
SUFFABILITY, DESIGN, CONDfTION, DURABILITY, OPERATION,.
QUALITY OF MATERIALS OR WORKMANSHIP, OR COMPLIANCE
WITH SPECIFICATIONS OR APPLICABLE LAW. Xerox assigns toyou, to
the extent assignable, any warranty rights it has to these products (which rights
shall revert to Xerox if you breach this Agreement). You agree (1) that these
products are nOt covered by Xerox's obligation to provide Basic Services; (2) to
maintain a service agreement for these products with a service provider
acceptable to Xerox throughout this Agreement's tens; (3) to pay all personal
property taxes related to these products; and (4) to assign to Xerox any rights you
have to these products until title passes from Xerox to you (which, subject to any
software licenses surrounding the acquisition of these products, shall occur when
you obtain title to all Xerox-brand Equipment covered by this Agreement).
29. FINANCED SOFCWARE TOTAL. If this option has been selected, the
initial license fees for any Application Software set forth in this Agreement shall
be paid for through your Minimum Lease Payments. If you breach this license or
any of your obligations regarding the Equipment, the full amount of the initial
license fees shall be immediately due and payable.
30. FINANCED SUPPLIES TOTAL. If this option has been selected, the cost of
any supplies you have purchased under this Agreement shall be paid for through
your Minimum Lease Payments. If you breach any of your obligations regarding
the Equipment, the full amount of the supply costs shall become immediately due
and payable
31. REFINANCE OF PRIOR AGREEMENT. If this option has been selected,
the balance of your prior indicated agreement with Xerox or a third party shall be
paid for through your Minimum Lease Payments. If youf prior agreement is with
a third party, you hereby acknowledge that you have the right to terminate the
agreement and agree to provide a statement from the third-party identifying the
equipment at issue and the amount to be paid off (a5 well as a statement from you
identifying the payee and mailing address for your payoff check). If your prior
agreement was with Xerox, the use of this refinance option shall render yourprior
agreement null and void. If you breach this Agreement, the fitll amount of your
prior agreement balance shall be immediately due and payable.
32. ADJUSTMENT PERIOD. If this option has been selected, your Minimum
Lease Payment and/or Print Charges shall be adjusted in accordance with the
information contained in the Adjustment Period portion of this Agreement; as a
result, your initial payment(s) shall be different from those payable during the
balance of this Agreement.
33. K-16 BILLING SUSPENSION. If this option has been selected, the
Maintenance Componentof your Minimum Lease Payment and Print Charges
will be suspended each year during the months indicated. During these months,
you agree that you will not use the Equipment and that Xerox shall not be
responsible for providing Basic Services on it. _
34. TRADE-IN EQUIPMENT. If this option has been selected, you an
providing equipment to Xerox as part of this Ageement ("Trade-ln Equipmenf~
and the following shall apply:
A. TITLE TRANSFER. You warrant that you have the right to transfer title to
the Trade-In Equipment and [hat it has been installed and performing its intended
function far the previous year at the address where the replacemenfequipment is
to be installed. Title and risk of Toss to the Trnde-In Equipment shall pass to
Xerox when Xerox removes it from your premises.
B. CONDITION. You warrant that the Trade-In Equipment is in good working
order, has not been modified from its original configuration (other than by
Xerox), and has a UL label attached. You agree to maintain the Trade-In~.
Equipment at its present site and in substantially its present condition until
removed by Xerox.
C. ACCRUED CHARGES. You agree to pay al] accmed charges for the Tmdo-
In Equipment (up to and including payment of the Final Principal Payment
Number) and to pay all maintenance, administrative, supply and finance charges
for this equipment through the date title passes to Xerox.
35. RUN LENGTH PLAN. If this option has been selected, the first ten prints of
each original (per run) are recorded and billed on both meters with all subsequent
prints recorded and billed on Meter A only. (Note that if a 5090 family product
covered by this plan has its document handler left open, all affected espies will
be recorded and billed on both meters.)
36. FIXED PRICE PLAN. If this option has been selected, Xerox will forego its
right to increase the Maintenance Component throughout the initial term of this
Agreement,
37. PER-FOOT PRICING. If this option has been selected, all Print Charges
will be billed un a per-foot basis, with each lineaz foot equal to one print:
38. EXTENDED SERVICE HOURS. If this option has been selected, Xerox
will provide Basic Services during the hours indicated, with the first number
establishing the number of eight-hour shifts covered and the second establishing
the days of the week (e.g., 2 x 6 would provide service from 8:00 A.M. to 11:59
P.M., Monday through Saturday). The cost of this enhanced service coverage
will be billed separately and as such, is not included in your Minimum Lease
Payment or Print Charges.
39. ATTACFID•D ADDENDA. If this option has been selected, you
acknowledge that one or more specified addenda (as indicated) have been
provided to you. These addenda, which provide additional terms relevant to the
transactions covered hereunder, are hereby fully integrated into this Agreement.
40. NEGOTIATED CONTRACT. If this option has been selected, the Products
idenified in this Agreement are subject solely to the terms contained in the
identified Negotiated Contract.
41. DSA CONTRACT NUMBER. If a DSA Contract Number has been inserted,
the Equipment and/or software identified in this Agreement are associated with
the Services being provided under the referenced Document Services Agreement
DocuBroker FormN 51860T&C (10/2002) 10/24/02 Page 5 of 6
~ ("DSA"), but such Equipment and/or software are subject solely to the terrns
contained in this Agreement.
s
•
DocuBroker FormN 51860T&C (10/2002) I Oi24/02 Page 6 oF6
KYOCERA/MITA KM-2030 DIGITAL NETWORK COPIER
Features:
20 Copies Per Minute
70-Sheet Document Processor
2-250 Sheet Paper Drawers
50 Sheet Bypass Tray
Stackless Duplexing
Electronic Sorting
Rotate Sorting
4 Sec First Copy Speed
Cabinet
36 Month Lease Plan-FMV
KM-2030 Copier $ 130.00
Network Print/ Scan System $ 60.00
Monthly Maintenance/ Supply Plan-36 Month Term
Monthly Minimum (Includes 2,000 Copies) $ 26.00
Overages Billed Quarterly @ $ .013/cnpy
Monthly Maintenance Plan Includes: All toner, Developer, Drums, Rollers, Service, Parts and labor. Excludes Paper
Above pricing does not include applicable taxes.
Dennis Judd -MBA of California
Effective Date: Ocfober 3, 2002
L~
SPECIAL PROPOSAL
PREPARED FOR
City of Saratoga
Attn: Ben Cheng
KYOCERA/MITA KM-2030 DIGITAL NETWORK COPIER
Features:
20 Copies Per Minute
70 Sheet Document Processor -
2-250 Sheet Paper Drawers -
SO Sheet Bypass Tray
Stackless Duplexing
Electronic Sorting
Rotate Sorting
4 Sec First Copy Speed
Cabinet
48 Month Lease Plan-FMV
KM-2030 Copier
$ 112.00
Network Print/ Scan System $ 50.00
Monthly Maintenance/ Supply Plan-36 Month. Term
Monthly Minimum (Includes 2,000 Copies) $ 26.00
Overages Billed Quarterly @
.013/Dopy
Monthly Maintenance Plan Includes: All toner, Developer, Drums, Rollers, Service, Parts and Labor. Excludes Paper
Above pricing tloes not include applicable taxes.
Dennis Judd -MBA of California
Efrecffve Date: October 3, 2002
SPECIAL PROPOSAL
,,
PREPARED FOR
City of Saratoga
Attn: Ben Cheng
KYOCERA/MITA KM-2030 DIGITAL NETWORK COPIER
Features:
20 Copies Per Minute
70 Sheet.Document Processor
2-250 Sheet Paper Drawers
50 Sheet Bypass Tray
Stackless Duplexing
Electronic Sorting
Rotate Sorting
4 Sec First Copy Speed
Cabinet
60 Month Lease Plan-FMV
KM-2030 Copier
Network Print/ Scan System
$ 95.00
$ 42.00
Monthly Maintenance/ Snnply Plan-36 Month Term
Monthly Minimum (Includes 2,000 Copies)
Overages Billed Quarterly @
Monthly Maintenance Plan Includes: All toner, Developer, Drums, Rollers, Service, Parts and Labor. Excludes Paper
Above pricing does not include applicable taxes.
Dennis Judd -MBA of California
Ef/ecfive Dafe: September 24, 2002
$ 26.00
$ .013/copy
SPECIAL PROPOSAL
4
a
~ SPECIAL PROPOSAL
PREPARED FOR
City of Saratoga
KYOCERA/MITA KM-2030 DIGITAL NETWORK COPIER
Features:
20 Copies Per Minute
70 Sheet Document Processor
2-250 Sheet Paper Drawers '
50 Sheet Bypass Tray
Stackless Duplexing
Electronic Sorting
Rotate Sorting
4 Sec First Copy Speed
Cabinet
Cash Purchase Plan
KM-2030 Copier
Network Print/ Scan System
$ 3,885.00
$ 1,720.00
Monthly Maintenance/ Supply Plan-36 Month Term
Monthly Minimum (Includes 2,000 Copies)
Overages Billed Quarterly @
Monthly Maintenance Plan Includes: All toner, Developer, Drums, Rollers, Service, Parrs and Labor. Excludes Paper
Above pricing does not inclutle applicable taxes.
Dennis Jutld -MBA of California -
Effective Date: October 3, 2002
$ 26.00
$ .013/copy