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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:
Background:
The five Xerox copiers to be replaced are located:.
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:
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:
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.
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