Agenda - Council - 02/12/1991 - Laserfiche WebLink

Home

I I I I I i I I I I I I I I I I I I I PURCHASE By: Sandra OF A FAX MACHINE Ashley, Finance Officer CASE Background: In July, 1990, the City ordered software called "Interfax" which claimed to provide fax capabilities through our network. The cost of this software was $422.00, and this cost was justified by staff due to a reduction in invoicing from Gopher State One Call. Because they could fax us rather than call for each locate request, the cost would go from $5.00 to $2.50 per call. During 1990 the City received 207 calts for locate service. If we had had the fax for the full year, the Gopher State One Call charges would have been reduced by $517.50. The original justification for this purchase has proven correct; however, we expected to have the capabilities and ease of a stand-alone fax machine. Our expectations were not realized and the addition of this "fax" capability to our network has had a very negative impact on the productivity level of network users, and the steps to send/receive a fax are so complicated a great deal of staff time is consumed with the effort. In addition, as the fax is connected to the network through a modem, we are introducing the potential of network problems due to an outside source. Observations: Staff has noted that many items that are faxed do not need follow-up hard copies to be sent. This saves in postage, certain supplies and personnel costs. Staff has researched prices on a stand-alone fax machine and we have found quality machines that will meet our needs at prices ranging from $1,000 - $1,100. We expect the number of locate calls to increase with development, but in the worst case scenario we could justify the cost of the fax over a two year period based on Gopher State One Call service alone. Recommendation: Staff recommends City Council authorize the Administrative Coordinator to solicit phone bids and purchase a stand alone fax machine for a not-to-exceed price of $1,100.00. This purchase would be on behalf of thc Water/Sewer District and should be charged to the Sewer Fund. Council Action: Motion to adopt Resolution//91-02-__ Authorizing the Purchase of a Fax Machine. Review Checklist: Finance Officer Administrative Coordinator Personnel Coordinator Police Chief City Engineer Public Works Supervisor CC: 02/12/91 7o°