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CASE # AUTHORIZE PURCHASE OF~TWO COPY MACHINES By: Jess|e Hart, Finance Officer Background: Included in the 1995 Adopted General Fund Budget is $26,446.00 for the purchase of a copy machine to replace the existing Ricoh FT7060. In anticipation Of this purchase several vendors have demonstrated copy machines that meet the City's specifications. At the same time, vendors supplied demo copy machines for the Police Department. The existing Xerox machine was not scheduled for replacement in 1995 but due to continuous problems and the potential of getting a better deal by purchasing two at the same time, we felt it reasonable to proceed looking at the potential purchase of both machines. Based on the demonstrations, it was concluded that the Ricoh FT8780 best met the City's requirements foe- a copier. This conclusion was made after demonstrating five different machines from four vendors. This machine was provided by Metro Sales Inc. and their price quotes for a Ricoh FT8780 f~)r Administrative Services, a Ricoh FT4222 with duplexer and cabinet, for the Police Department and for an annual service agreement for the two new machines and the existing Ricoh FT3320 (lOcated in the lower level) are attached. The copy machine proposed for the Police Department is being proposed with duplexing abilities. A sorter and automatic 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 purchased at this time with the sorter and automatic document feeder added in a future year. The effect on the 1995 Adopted Budget is as follows: Cost of Replacement Machine(s) Budgeted Ricoh FT8780 (includes sales tax) Ricoh FT4222 (includes sales tax) Service Agreements Gross Cost Less Funding Available from Equipment Replacement yund Net Monies R~equired Adopted Proposed ~ 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, !t 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 mach~ine purchase between the Police Department and Administration. Staff Recommendation: Committee approYal of the purchase of two (2) Ricoh copy machines from Metro Sales, Inc. at a total cost not to exceed $32,775.78, plus the annual maintenance contract of $3,908.00 and amending the 1995 Adopted General Fund Budget accordingly.