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~~ CASE # 4~OI <br />APPROVE PURCHASE OF REPLACEMENT COPIER AND A/V EQUIPMENT FOR <br />NEW CONFERENCE ROOM <br />By: Dean Busch, IT Manager . <br />Background: <br />The Ricoh 850 copy machine located in the 2°d level work room was purchased over 10 years <br />ago and fit the needs of the work load at that time. With over 2,500,000 copies the machine has <br />started to reach its end of product life cycle and is seeing more service calls every year. The 850 <br />does not have network scanning capabilities. With increasing demand for more scanning <br />capabilities and color copying, staff recommends replacing the 850 with a faster, more efficient <br />multifunction machine that can meet those needs. <br />Staff received three quotes and researched state contract pricing. All machines can produce <br />color and black and white copies and have scanning/network printing capabilities. They can also <br />handle the current load of copies per month the city produces. Metro Sales, the current <br />maintenance provider, came in with the lowest bid at $11,008. Trading in the 850 copier and <br />adding a new one would not affect the current maintenance charges the city pays. The city <br />would also maintain a consistent line of products that staff is familiar with. <br />With the new conference room near completion, staff has researched Audio/Visual (A/V) options <br />and needs for the new room. Staff put together a list of required equipment and technology and <br />requested quotes from three vendors. The conference room will be equipped with a large, wide <br />format screen, overhead projector, DVD/VCR with tuner, ceiling mounted speakers and <br />amplifier system. Staff was also asked to research pricing and options for an electronic <br />whiteboard and conference phone with speakers and microphones. <br />Staff received quotes from three vendors, all of which are on the state contract and have <br />extensive experience working with municipalities. For all items quoted, EPA Audio Visual Inc. <br />had the lowest bid at $12,812. <br />Funding Source: <br />Equipment revolving fund. Fund balance is approximately $3.2 million. <br />Council Action: <br />Staff recommends council authorize purchasing the replacement copier from Metro Sales in the <br />amount of $11,008. Staff also recommends council authorize purchasing the A/V equipment for <br />the new conference room from EPA Audio Visual Inc in the amount of $12,812. <br />