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FC CASE AWARD BID FOR PURCHASING A PHOTOCOPIER Klm Moore-Sykes, Assistant City Administrator Background: In 1999, the City Council appropriated $35,5000 for the Year 2000 Budget to purchase a photocopier for Administrative Services. In January, Staff solicited interested vendors and by March, demonstrations of various machines were scheduled. All the selected copiers were scheduled for demonstration and use during agenda week so that Staff could better assess the performance of the copiers in a more realistic situation. Demonstrations were concluded June 23, 2000 and each vendor was then asked to submit a bid. Observations: The Staff received six bids from five vendors; a seventh vendor, Xerox, declined to submit a bid. Three of the copiers, Savin 2085DP, presented by Savin Corporation; Aficio 850, presented by Metro Sales; and Savin 2085, presented by IKON are the same machine. These machines copy 85 sheets per minute; are digital, programmable, computer compatible, and scans documents; and in addition, these machines will do all the required document treatments, (i.e., 3-hole punch, insert tabs, sort, and staple). Based on Staff's use of all copiers demonstrated, it has been determined that any one of these three copiers would meet all of their copying needs. Some of the other copiers that were demonstrated by Staff did not have all of the desired functions: some were programmable, but did not 3-hole punch; some did not offer scanning capabilities; or they were more traditional in the treatment of the documents but were not computer compatible. Additional information about the copiers that Staff demonstrated is attached to this case. The following is bid information about the copiers recommended by Staff. Copy Machine Bids Savin Corporation Copier Cost $33,325 Maintenance Costs $2,160/year 480,000 copies (.0045/copy) Metro Sales $31,630 $3,120/year 480,000 copies (.0065/copy) IKON Office Sales $35,941 $5,904/year 720,000 copies(.0082/copy) The two bids from Savin ($35,485) and Metro Sales ($34,750) are very similar, with only about $735 separating the bids when the maintenance costs are included as part of the bid. The installation and connection fees are essentially the same.