Agenda - Council - 01/24/1995 - Laserfiche WebLink

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CASE AUTHORIZE PURCHASE OF~TWO COPY MACHINES By: Jessie Hart, Finance Officer Background:i Included in thc 1995 Adopted General Fund Budget is $26,446.00 for the purchase of a copy machine to replgce the existing Ricoh FTT060. In anticipation _of this purchase several vendors have demonstrated copy machines that meet the City's specificakions. At the same time, vendors supplied demo cop), machines for the Police Department. The existing Xerox machine was not scheduled for replacement in 1995 but due to continuous prol~lems and the potential of getting a better deal by purchasing two at the same time, we felt it reason~bleg, to proceed looking at the potent/al purchase of both machines. Based on the demonstrations, it was concluded that the Ricoh FT8780 best met the City's requirements for a copier. This conclusion was made after demonstrating five different machines from four vendgrs. This machine was provided by Metro Sales Inc. and their pr/ce quotes for a Ricoh FT8780 for Administrative Services, a Ricoh FT4222 with duplexer and cabinet, for the Police Department and for an annual service a~eement for the two new machines and the existing Ricoh k--T3320 (located in the lower level) are attached. The cop), machine proposed for the Police Department is being proposed with duplexing abilities. A sorter and aut6matic document feeder can be added at later dates, as the needs arise, at a cost of approximately $~2,000.00. Based on the budget analysis below, it is proposed that only the duplexer be pur0hased at this rime with the sorter and automatic document feeder added in a future vear. The effect on the. 1995 Adopted Budget is as follows: Cost of Replacement Machine(s) Budgeted Ricoh F'/'878~ (includes sales tax) Ricoh FT422¢ (includes sales tax) Service A~eeme,ms Gross Cost Less Funding Available from Equipment Replacement Fund Net Monies R:equired Adopted Proposed BIjdget Purchase $26,446.00 $24,995.55 7,780.23 5,534.00 3,908.00 $31,980.00 $36,683.78 14,970 00 19,970.00 $17.010.00 $16.713.78 While the purchase as proposed does not impact the overall total dollar amount reflected in the adopted budget, it will be necessary to amend the budget to reflect an increase in the transfer available from th~ Equipment Revolving Fund by $5,000 and a reallocation of the dollars budgeted for the copy machine purchase between the Police Dep .a.rtment and Adminiswarion. Staff Recommendation: Committee approyal of the purchase of two (2) Ricoh cop), machines from Metro Sales, Inc. at a total cost not to ~xceed $32,775.78, plus the annual m,a~inyenance contract of $3,908.00 and mending the 1995 Adopted General Fund Budget accordin~l5.