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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. three-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 the desired functions: some were programmable, but did not three-hole punch; some did not offer scanning capabilities; or they were more traditional in the treatment of the documents, but were not computer compatible. The following is the bid information about the copiers recommend by staff: Copy Machine Bids Savin Corporation Metro Sales IKON Office Sales Copier Cost $33,325 $31,630 $35,941 Maintenance Costs $2,160/year 480,000 copies (.0045/copy) $3,120/year 480,000 copies (.0065/copy) $5,904/year 720,000 copies (.0082/copy) Assistant City Administrator Moore-Sykes explained that 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. She stated that the City routinely accepts the lowest bid, but is able to accept a higher bid when it is also in the best interest of the City. In this situation, both Savin and Metro Sales have provided similar bids and have demonstrated the ability to support their equipment and a commitment to provide extensive training to staff. Based on the performance of the copiers tested and bids submitted, staff'recommended that the lowest bid, $34,750 from Metro Sales for the Aficio 850 copier, be accepted. Motion by Councilmember Connolly, seconded by Councilmember Hendriksen, to recommend City Council approve the low bid of $34,750 from Metro Sales for the Aficio 850 copier and authorize the purchase of the copier with a guarantee in the contract that the undemonstrated capabilities will work. Motion carried. Voting Yes: Zimmerman. Voting No: None. Councilmembers Connolly, Hendriksen, Anderson and Case #2: Purchase of New & Replacement Computers, Monitors and Printer Finance Officer Lund stated that with the addition of new staff and the joining of the Police Department to the Anoka County Central Record System, the City is in need of five computers, seven monitors, and a laser printer. Quotes were obtained from Logis, Netmark, Compaq, Best Buy, Circuit City, and Office Max for the various computer and monitor purchases. The five computers would be dispersed as such: A new computer and monitor for the new City Engineer, a new computer and monitor for the third workstation in the Police Department for the use by eleven patrol officers, a computer and monitor for public Works to replace an out-of-date Finance Committee/July 11, 2000 Page 2 of 4