5.3. SR 10-03-1994 - Laserfiche WebLink

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Memorandum ITEM 5. 3 . -c/ To: Mayor and City Council From: Kathryn Anderson, T.A.C. Date: September 30, 1994 Police Department Subject: POLICE DEPARTMENT COPIER PURCHASE The search for a new copier for the police department began in earnest in March, 1994. The existing Toshiba BD8510 was purchased in January of 1989 and has close to 460,000 copy usage; over 25,000 copies were made during the last quarter of 1994. Since the existing copier makes only 32 copies per minute, it was determined that an upgrade would be needed to address the higher volume per month and also a stapler to hasten sorting projects. . The first copy machine tried was a Ricoh FT6645 (45 copies per minute), but was quickly eliminated due to the cost exceeding $15,000.00. Five other copiers were examined (see attached quotes) and two of these models had paper tray cassettes, rather than drawers, which were deemed undesirable. The Toshiba 5540 (55 copies per minute) was clearly the superior choice by all staff. In fact, I checked with three Toshiba dealers and received three GSA prices ranging from $10,679 to $13,540 for the same copier ($2,861 difference). Consequently, American Photocopy was the dealership considered for testing the Toshiba 5540. wi th the base price of $10,679, American Photocopy would not consider a trade-in, but an even better alternative was to also keep our existing copier and the maintenance would be included in the price quoted for the Toshiba 5540; a current savings of $1,100 annually (1993 budget). This maintenance agreement would include unlimited service calls, all parts, all supplies (excluding staples/paper), all labor, and all travel time for both copy machines. This proposal would be available for the duration of time that the city owned both copiers (not to exceed a 5% increase) . Leasing the Toshiba 5540 was also a consideration, but the $387.33 per month for 3 years (plus tax on each payment) was not advised by Finance Director, Lori Johnson. RECOMMENDATION . I recommend that the City purchase the Toshiba 5540 from American Photocopy at the price of $11,373.14 (including tax). with this transaction, we would inherit the flexibility of having a copier for back-up purposes, as well as addressing the need for a copy machine in two locations with the addition of personnel within the police department. All this would be achieved for approximately the same full maintenance cost that we now experience. 13065 Orono Parkway · P.O. Box 723 · Elk River, MN 55330 · (612) 441-2324 · Fax (612) 441-8937