HomeMy WebLinkAboutAGENDA REPORT 2001 0404 CC REG ITEM 11FMOORPARK CITY COUNCIL
AGENDA REPORT
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BY:
TO: Honorable City Council 1
FROM: Dana Shigley, Administrative Services Direc ko J
DATE: March 20, 2001 (meeting of April 4, 2001)
SUBJECT: CONSIDER PURCHASE OF THREE DIGITAL COPY MACHINES
BACKGROUND
Employees in City Hall and the City Hall Annex have three copy
machines available to them: Xerox model 1090, Canon model 6050,
and Kodak model 95. Although the Xerox was purchased in 1997,
it is a 1985 model machine; the other two machines were
purchased new in approximately 1994.
These three machines are no longer reliable and should be
replaced. Because they are frequently breaking down, we have to
place several service calls per month for each of these three
machines. Our current cost to maintain these machines is
approximately $1,450 per month (repair and maintenance only -
excluding paper). In addition to this cost, it is difficult for
staff to efficiently accomplish their work when one or more of
the machines is not functioning.
Knowing that these machines will need replacement, the City
Council authorized $20,000 in the current budget for the
purchase or lease of new copy machines.
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The Administrative Services Department issued requests for
proposals for three copy machines and eleven bids were received
by the deadline of February 9, 2001 (summarized in the table
below) .
Honorable City Council
April 4, 2001
Page 2
After an initial screening, staff
five vendors, noted in the table
the best price for the brand, met
from the literature provided, had
narrowed the selection down to
above. These five presented
all the bid requirements, and,
the most desirable features.
In order to be sure we selected the copy machines that would
best serve our needs, a task force was created to view each of
the finalist proposals and evaluate the features of each. In
addition to the Director of Administrative Services, the task
force consisted of Joyce Figueroa, from the Administrative
Services Department, Celia LaFleur from the Community
Development Department, and Gloria McCafferty from the City
Clerk's Department. This task force participated in vendor
demonstrations for each of the five finalist vendors.
Estimated
Total Purchase
Monthly
Price
Maintenance
Vendor
Manufacturer
(including tax)
Fee
Minolta Business
Minolta
$36,975
$600
Solutions (Finalist)
Mission Office
Toshiba
$38,582
$700
Systems (Finalist)
Superior Copy
Konica
$40,948
$750
Products (Finalist)
Document Systems
Mita
$47,709
$524
Copier Line
Toshiba
$50,932
$500
Canon Business
Canon
$51,618
$560
Solutions (Finalist)
Precision Imaging
Sharp
$51,990
$675
Performance Group
Sharp
$61,555
$735
(Finalist)
IKON Office
Ricoh
$66,177
$586
Solutions
Advanced Office
Sharp
$69,891
$600
Automation
Xerox /The Document
Xerox
$78,217
$1,125
Company
After an initial screening, staff
five vendors, noted in the table
the best price for the brand, met
from the literature provided, had
narrowed the selection down to
above. These five presented
all the bid requirements, and,
the most desirable features.
In order to be sure we selected the copy machines that would
best serve our needs, a task force was created to view each of
the finalist proposals and evaluate the features of each. In
addition to the Director of Administrative Services, the task
force consisted of Joyce Figueroa, from the Administrative
Services Department, Celia LaFleur from the Community
Development Department, and Gloria McCafferty from the City
Clerk's Department. This task force participated in vendor
demonstrations for each of the five finalist vendors.
Honorable City Council
April 4, 2001
Page 3
Based on these demonstrations, follow up research conducted by
the Administrative Services Department, and conversations with
vendor references, we are recommending the selection of the
Toshiba copy machines from Mission Office Systems.
The copy machines we currently have make copies via an analog
process - they take a picture of the page, then simply reproduce
it. Replication is not precise, and, over time, copy quality
deteriorates. While manufacturers continue to make analog
models, they are phasing them out in favor of newer, digital
technology. Digital copy machines take a picture of the page,
digitize the information, then reprint it, just like a typical
laser printer. Digital technology produces better quality
prints, less wear and tear on the machine, allows the user
limited ability to manipulate the reproduced page, and allows
the machine to be attached to the city's network so users can
send print /copy jobs from their desktop.
Staff is recommending the purchase of three digital copy
machines. Two of them will be used as stand -alone copy machines
not attached to the network. The third machine, to be located
in the copy /computer room, will be attached to the network so
users may send print /copy jobs directly from their desktops.
This one machine will also have enhanced finishing capabilities,
including folding and saddle- stitching features (used for making
stapled booklets).
The original bid submitted by Mission Office systems was
$38,582. Adding the necessary additional features, including
digital processing (an additional $2,887 each for two of the
machines), and the enhanced finisher (an additional $777 for one
machine), brings the new price to $45,133 for three copy
machines. Price includes not only trading in the three machines
to be replaced, but also four other copy machines that have
previously been replaced, are no longer functional nor
repairable, and are taking up valuable storage space.
Monthly maintenance costs will be significantly reduced with
these new machines. The City currently spends approximately
$1,450 each month to maintain the three current copy machines.
We estimate that the new machines will cost only $750 per month
to maintain., saving $700 per month.
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Honorable City Council
April 4, 2001
Page 4
In lieu of purchasing the machines outright, the City may choose
to lease /purchase them. The monthly lease payment would be $827
and, after five years, the City would have a buyout cost of
approximately $11,300. The rate charged for the lease is 10.5°.
The Equipment Replacement Fund has sufficient cash for this
purchase and a cash purchase, in lieu of lease /purchase, is
recommended.
The budget adopted by the Council for this year includes $20,000
for the purchase or lease of copy machines. The attached
resolution amends the budget to provide $45,200 for the purchase
of three digital copy machines.
STAFF RECOMMENDATION (Roll Call Vote Required)
1. Direct staff to proceed with the purchase of three digital
copiers from Mission Office Systems for a total price of
$45,133;
2. Adopt Resolution 2001- amending the 2000/2001 budget
to provided funding for the purchase of three digital copy
machines by appropriating $45,200 from the equipment replacement
fund.
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RESOLUTION 2001-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF MOORPARK, CALIFORNIA, AUTHORIZING AN
AMENDMENT TO THE FISCAL YEAR 2000/2001
ADOPTED OPERATING BUDGET FOR THE PURCHASE OF
THREE DIGITAL COPY MACHINES
WHEREAS, on June 21, 2000, the City Council adopted the
operating budget for fiscal year 2000/2001; and
WHEREAS, the City Council now wishes to amend the adopted
budget for the purchase of three digital copy machines with a
total purchase price of $45,133 during fiscal year 2000/2001.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. A budget amendment as described in Exhibit "A"
attached hereto is hereby approved.
SECTION 2. The City Clerk shall certify to the adoption of
this resolution and shall cause a certified resolution to be
filed in the book of original resolutions.
PASSED AND ADOPTED this 4th day of April, 2001.
Patrick Hunter, Mayor
ATTEST:
Deborah S. Traffenstedt, City Clerk
Attachment: Exhibit "A:"
Resolution No. 2001 -
Page 2
Exhibit "A"
Budget Amendment Detail
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Funding Source Account Amount
Equipment Replacement Fund 4003 $45,133
tippropriaLions:
I
Current
Budget
New Budget
Budget Unit
Object
Amount
Change
Amount
0100 -5700 -0000
9210
20,000
- 20,000
0
0 100- 5700 -0000
9298
- 217,312
20,000
- 197,312
9003 -5100 -0000
9501
n
1
45,133
45,133
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