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HomeMy WebLinkAboutAGENDA REPORT 1995 0607 CC REG ITEM 08G?Xq,3(t) ITEM •Q1 ___) CITY OF MOORPARK CITY COUNCIL AGENDA REPORT TO: The Honorable City Council C• ounc(I Me®iiri 199f FROM: Donald P. Reynolds Jr., Administrative Services Manager %C ION:d DATE: May 30, 1995 SUBJECT: Consider Replacement of the 1985 Copy Machine The following report requests that an allocation of $10,150 be made from the Equipment Replacement Fund (31) to replace the City's Canon 7550 Copier purchased in 1985. Background In 1985, the City began its brief history with copiers by buying a Cannon 7550 ("7550") copy machine for $4,673, to serve all copy needs including the duplication of Council agendas. The 7550 was so busy that after only three years, it needed to be re -built. While moving into the City Hall building in 1988, the City bought its current high -volume machine to copy the Council agenda in place of the 7550. In 1990, a small copier was bought to address public service needs at the front counter. In 1993, the City bought a new mid to high volume copier manufactured by Canon, but distributed, sold and serviced by Kodak, ("Kodak/Canon 6060"). The Kodak/Canon 6060 is the most reliable of the four copy machines at City Hall today, and actually records higher volumes of copies per month than the high -volume copier. For example, in July 1993, the high volume machine was making 82,000 copies per month. After buying the new Kodak/Canon 6060, its volume fell to 31,678 per month, while the Kodak/Canon 6060 was making 60,000 to 65,000 copies per month. Two additional re -manufactured copy machines were bought in June 1993; one for the Senior Center and one for Arroyo Vista Community Center. The Senior Center copier runs a little less than 10,000 copies per month, and is relied upon for their monthly newsletter. The Arroyo Vista Community Center copier runs about 4,500 copies per month. These are both Canon machines and have performed well. The City's budget for copiers and copy products (excluding the Senior Center and the Arroyo Vista Community Center) is $33,765, and the projected year-end cost is $5,481 less than anticipated. This reduction can be attributed to a lower volume of copies being made on the high volume copier as a result of contracting for City Council agenda copying job. This option "saved" the high volume machine, and saved the City from opting to buy a $60,000 machine to replace it. The cost of service for the proposed rebuilt Canon 6060 machine (all materials and service except paper and toner) will not be reflected until after the 90 day warranty, and will be approximately $1,000 for FY 1995/96, Discussion The 13 full, part-time and contract positions in the Annex need a copier that is relatively fast and versatile. The other machines at City Hall need the support of a mid -volume copier as well, or the life of these machines will be greatly reduced by the added volume. A relatively fast copier will help to address the volume anticipated to be close to 8,000 copies per month, while versatility is needed to handle blue prints, maps, legal size pages for escrow accounts, various ledger size copy jobs, and public outreach Byers common to the Public Works Department, Redevelopment and Solid Waste. Based on the positive experiences with the Kodak/Canon 6060 machine and the reliability of the re -manufactured equipment, staff has researched buying a re -manufactured Canon 6060 to replace the Canon 7550. Where the 7550 is a mid to high volume machine at 75 copies per minute (when it functions properly), the Canon 6060, at 60 copies per minute, is a mid -volume copier, which has proven to be adequate at City Hall. The Canon 6060 is versatile; it will make multiple reductions and enlargement, it has four paper trays to ease versatile uses, it duplexes and staples, and has a variety of other features. Staff concluded therefore, that a reliable re -manufactured mid - volume machine would adequately replace the Canon 7550. Staff has received three price quotes for a re -built Canon 6060, ranging from $9,500 to $15,000, (not including tax or delivery). A new Canon 6060 has been quoted to cost between $30,000 and $35,000 dollars. There is no trade-in value for the existing machine and it has less than a $100 value if sold in the open market. The service on the Annex copier is less critical than other machines, so staff has researched service providers from small local businesses. The current Kodak/Canon 6060 service cost is more than $3,000 per year. Staff estimates that the cost of service for the re -built machine will be approximately $1,000 per year. Service for all City copiers includes all parts and labor except paper and toner. Recommendation (Roll Call Vote) That the City Council appropriate $10,150 from the equipment replacement fund, (31), to 01.4.117906, for the purchase of a remanufactured copy machine, and declare the Canon 7550 as surplus, authorizing the City Manager to dispose of it in the best interest of the City, or, based upon a determination of the market value (being less than $100), donate the machine to a local non-profit group.