6.1. SR 05-03-1993
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ITEM 6.1.
TO:
MAYOR AND CITY COUNCIL
FROM:
SANDRA THACKERAY, CITY CLERK
DATE: APRIL 28, 1993
SUBJECT: COPY MACHINE PURCHASE
The City budgeted for the purchase of two copy machines in
1993. One of the copy machines will replace the existing
machine, and the other will be located in the Building and
Zoning Department. The existing copy machine is 5 years old
and has 1.4 million copies on it.
Staff has looked at several high-volume copy machines. There
is a price increase when looking at high-volume machines,
especially in the machines with 40 sorter bins. The 40 bin
sorter is one feature that will save a great deal of time when
running Council packets, and other large documents such as
annual reports, budgets, etc. At the present time, the City
runs approximately 25,000-30,000 copies per month. This has
increased from about 15,000-20,000 copies per month when we
purchased our existing copier.
.
We received 4 quotes for high-volume and low-volume copy
machines. The quotes were received for the following
machines; Lanier, Sharp, Canon, and Ricoh. After reviewing
the quotes, the decision was narrowed down to two (Ricoh and
Canon) as the others did not meet all of the specifications.
The cost of the copiers we are considering to purchase are
listed on the back of this memo. The City is considering to
lease the copy machines on a 36 month lease.
When considering cost of the machines, both are comparable if
consideration is given to the fact that the cost per copy for
service is higher with the Ricoh.
I received good references
operation, however, I received
in relation to service.
important to us, especially on
considered heavy copy days for
for both machines in regard to
better references for the Ricoh
Service response time is very
Thursdays and Fridays which are
Council packets.
Although I feel both machines would do an excellent job, staff
is recommending the purchase of the Ricoh copiers. Due to our
service response time concern, staff would recommend that both
copy machines be purchased from the same company.
.
RECOMMENDATION
Staff recommends the purchase of the Ricoh 7870 at $20,659 and
the Ricoh 4415 at $3,482.
P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425
.
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RICOH - 7870 - $20,659
Lease - 36 months - $573.86/mo.
48 months - $512.34/mo.
60 months - $444.17/mo.
Maintenance - .0115/copy
RICOH - 4415 - $3,481
Lease - 36 months - $96.89/mo.
48 months - $86.33/mo.
60 months - $75.88/mo.
Maintenance .0145/copy
.
**Note: Ricoh offers a 36 month lease with no interest. At
the end of the lease the machine can be turned back to Ricoh or
purchased at 10% of the fair market value.
--------------------------------------
CANON 6060 - $22,373.00
Lease - 24 months - $895.00/mo.
36 months - $625.00/mo.
39 months - $605.00/mo.
48 months - $532.65/mo.
60 months - $446.75/mo.
Maintenance - .0085/copy
CANON NP1500 - $3,148.00
Maintenance - .0104/copy
No lease offered
. **Note: Canon offers a 24 month lease program with no
interest. At the end of the lease period the machine can be
turned back or purchased for 10% - 15% of the fair market value.