City of Hermosa Beach --- 11-13-97


RECOMMENDATION TO AUTHORIZE PURCHASE OF FIVE COPY MACHINES FOR CITY DEPARTMENTS


Recommendation:


It is recommended that the City Council:

  1. authorize staff to purchase five Minolta Copiers from Minolta Business Systems, Inc. at a total cost of $32,963 via the County of Riverside bid.
  2. Appropriate $35,683 (including tax) from the Equipment Replacement Fund.


Background:


The five Xerox copiers to be replaced are located:.

  1. Police Department Records Division,
  2. the Community Resources Department,
  3. the Community Development Department,
  4. the Fire Department,
  5. Community Services Division Base 3.


These five copiers were purchased in 1988. Since the machines are all nearly ten years old, they are technologically inadequate and have frequent downtime (one machine is not running at all and would cost $500 to repair). The Minolta copiers to replace these machines will be:

  1. two (2) Model EP2080 @ $6,434;
  2. two (2) Model EP2010 @ $4,400, and
  3. one (1) Model EP6001 @ $11,295.


Analysis:


Copying is a large part of the daily operation of the City. Providing the proper equipment for all the departments with old machines will increase productivity and improve morale. Most copiers today offer a wide variety of features to simplify copying applications. The models we have selected are those best suited to the needs of the departments requesting replacements.


Comparisons of copier features and updated pricing available through various state, federal and county bids were evaluated for six vendors whose machines were demonstrated for us in 1995 when we purchased two other copiers. A great deal of time was devoted to ensure that comparisons were accurate and that our needs could be met in the following areas: 1) reputable vendor, 2) price, 3) service/supplies cost, 4) copier features/technology, 5) service response and support.


Prices for the five machines from the bids are as follows:

MINOLTA

$32,963

PITNEY BOWES

$36,685

CANON

$44,858

SHARP/MONROE

$45,440

MITA

$46,235

XEROX

$48,546


The annual maintenance cost will be $3,608, compared to the current $9,621, or a savings of $6,013.

We have thoroughly investigated the proposal from the Minolta Business Systems, Inc. Robin Bennett, Executive Secretary and I have looked at their copiers and have talked with other entities who now use their machines. According to references, we can expect excellent performance and service.


Funding:


Historically we have entered into lease purchase agreements when acquiring office machines. Since funds are available in the Equipment Replacement Fund, an outright purchase is recommended. The estimated balance in the Equipment Replacement Fund at 6/30/97 is $429,700.


Return to Home Page | Return to Agenda