Agenda - Council - 06/08/2004 - Laserfiche WebLink

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Consent Agenda Purchase of Replacement Copy Machine and Network Printers By: Captain Tim Dwyer Background: The police department is ~equestin9 a replacement copy machine to better serve our daily and current needs. Our existing copy machine also serves as our m[~in r~etwork printer. With the advance of report imaging and paperless records filing, the unit is d(;pended upon mu(;h more than in past years for the quick and easy printing and dissemination of police reports. We are in n~ed of larger paper capacity bins, larger document feeders, additional sorter bins and finishing features. We are al3o i~ need of faster copies per minute with more advanced resolution (both text and image) for printing of case file.'; and related photos. Fire Chief Dean Kapler ha:~ examined our ex~sting Sharp AR-250 unit and has found this would serve their immediate and future needs for a replacement copier and network printer at Fire 1 as well as the needs of the City Council during meetings and work session,s. It wot]Id also fdlfill their need for a network printer at Fire 1. This unit is currently owned by the city and the only expense would be th( service contract. It was agreed that the police department would transfer our current unit to Ihe Fire Dept. The police department is also requesting th( replacement of the laser printer in the patrol room with a mid-size Ricoh Aficio 1015 laser printer with zerox copying capabilities. This would replace the dying hand-me-down laser printer in the patrol room, which is used daily by patrol officers to print their Incident Reports. With added copier capabilities, this new printer would also serve as a back~p copier and backup network printer for the PD, Currently if the police department copier is down. operations are shut down. Rarely is it feasible or efficient to bring our case files to city hall for copying. The new laser report retrieval system also cannot be hooked up to city hall copier due to data privacy issues with police reports. The City currently has contracts with Metro S~des Inc for copier and printer needs. Due to the fact that the requested copier is the same as the ur~it purchased for tI~e building department earlier this year, we can utilize the same BID. The Aficio 2035 copier/printer is available at $10,490.25 (including tax); The Aficio 1015 copier/printer is available at $ 3,141.00 (including tax). Fhere will be an in,:rease of $ 238.00 in 2004 maintenance fees for the Aficio 1015 copier. Total cost would be $ 13,869.25. The purcha.-;e of these (2) copiers and printers can be fully funded from the Equipment Replacement Ftmd (Fixed Assets ¢ 1657, # 1815, # 1816, and # 1987, where there is $14,028.40 Recommendation: Staff recommends Council adopt the Resolutk~n Cf 04-06-XXX, authorizing the police department to purchase the above-mentioned Ricoh copier printer units from Metro Sales Inc, utilizing no more than $13,869.25 from the Equipment Replacement Fund. Council Action: Motion by City Council to adopt resolution # 04 0O-XXX, authorizing the police department to purchase the Ricoh Aficio 2035 copier/printer and a Ricoh Aficio 1015 co!}ier/printer from Metro Sales Inc, utilizing up to $13,869.25 from the Equipment Replacement Fu,~d. Reviewed by: Police Chief Jim Way Asst City Administrator Heidi Nelson Finance Officer Diana I.und City Administrator James Norman