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5.3. SR 10-03-1994 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 * :s: () >-3 ~ >-3 \:lj * * H ;.. 0 0 ~ * * * Z Z Ul Z Ul * * * * 0 0 ::t: 0 ::t: ~ t'" Z H Z H tl. >-3 Ol Ol H '" W ;.. ;.. ;.. ;.. ::1 0 '" f-' . (l f-' f-' '0 '0 .: PI PI f-'. Ul Z ... :s: Ul ~ 0. '< '< ::1 ... 'd Ul 'd Ul ro s s (l l\J ... Ul '" ... tl. 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DeCOURSEY BUSINESS GROUP ELK RIVER POLICE DEPARTMENT 13065 ORONO PARKWAY ELK RIVER, MN 55330 ATTN: KATHY ANDERSON 36 MONm 36 MONm EOUIPMENT YOUR COST 51 BUYOUT FMV Toshiba 5540 58,553.00 5310.22 5296.62 20 Bin Staple Sorter 52.126.00 577.11 573.72 Total Cost 510,679.00 5387.33 5370.34 MAINTENANCE AGREEMENT This proposal is based on 96,000 copies annually. 51,536.00 . It includes unlimited service calls, all parts, all supplies, all labor, all travel time. (This does not include staples or paper.) Please call with any questions. -~~~~ Carol J. Fischer Sales Representative . 6300 BURY DRIVE' EDEN PRAIRIE. MINNESOTA 55346 . TELEPHONE: (612) 934-4384 . FACSIMILE: (612) 934-1417 ,/ 'Ibslliba 5540 Specifications Standard Model Copying Process .......... _ _ . . . . . . Indirect electrophotographic method (dry process). Type . . . . . . . _ _ . . . . . Console with clamshell design. Original Table. . . . . . . . . . . . . Stationary platen. Acceptable Copy Paper Size. . . _ _ . . . . . Statement-R (5Y," x 8Y,") to ledger (11" x 17") 17-22 Ibs.; Manual Feed from Stack Feed "Smart" Bypass, statement-R to ledger, 17-34Ibs. Acceptable Copy Paper. . . . . . . _ _ . . . _ l-Sided and 2-sided copying: Standard bond, letterhead, ledger sheets. 1-Sided copying: Overhead transparencies, gummed labels. . . . . . . . . 55 copies per minute (letter-size from the LCC). . . . . . . . Approximately 8 minutes. . . . . Approximately 3.9 seconds (letter-size from the LCC). . . . . . Up to 999 copies. Copy Speed. Warm-Up Time Fi rst Copy Ti me . . Multiple Copying .......... Reversing Automatic Document Feeder. . . . . ,. . . . . . , . . . . . . . . . . Automatic mode: stack of up to 50 letter-size originals or 25 legal- or ledger-size originals, 20 Ibs. Semi-automatic mode (flash feed): Individual sheets at statement-R to ledger size, 17.22Ibs. Reversing mode: automatically refeeds two-sided originals for one-sided copying or two-sided copying: Copying speed using ADF: S4 copies per minute (letter). . Automatic Feed from standard tray (3,000 sheets); from two standard cassettes (500 sheets each) and Stack Feed "Smart" Bypass (approximately SO sheets). Toner Supply. . . . . . . , . . . . . . .. .... Automatic toner density monitoring and dispensing from toner cartrid~e. Displays. . . . . , . , . . . . . . . . . . . . . . . . . Graphic display: shows operational status at a glance; Message display: 4-line LCD message display with step-by-step Help function. Dimensions (H xW x D). . . . . . . . . . , . ,41%" x 35" x 28%" Weight. . . . . . . . . _ . . . _ _ _ _ _ . . . . . . .512 Ibs. Power Supply _ _ . . . . . . . _ _ . . . . . . . . . 115\/, 60Hz. Power Consumption. . . . . . . . . . . . . . . 1.5Kw Maximum. Photoconductor . . . . . . . . . . . . . . . . . . Arsenic Triselenide (As2Se3) drum, Maximum Monthly Copy Volume. . . . .100,000 copies Paper Supply. Options MG-2004 20-Bin (or 40-Bin Tandem) Stapling Sorter . . . . . . . . _ _ _ _ . _ . . . . . Sort Mode: SO sheets letter, 25 sheets legal/ledger; Group Mode: 30 sheets letter, 25 sheets legallledger; Non-Sort: 850 sheets letter in cascade mode, 999 sheets letter Tandem Stapling Sorter. All three modes: 17-22 Ibs. Staple sort: SO letter-size sheets at 20 Ibs. MG-200S 20-Bin (or 4D-Bin Tandem) Sorter . . . . . . . . . . . . . . . . . . . . _ . _ _ _ . Sort Mode: SO sheets letter, 25 sheets legal/ledger; Group Mode: 30 sheets letter, 25 sheets legal/ledger; Non-Sort: 850 sheets (999 Sheets Tandem) letter in cascade mode All three modes: 17-22Ibs. MG-2002 20-Bin Sorter. . . . . . . . . . . . . Sort Mode: 50 sheets letter, 25 sheets legal/ledger; Group Mode: 30 sheets letter, 20 sheets legal/ledger; Non.Sort: 100 sheets letter All three modes: 17-22 Ibs. Key Counter . . . . . . , , . . . . . . . . . . . . . Prevents unauthorized copier access; continuous mechanical counter. Specifications subject to change without notice. For best results and reliable performance, always use supplies manufactured or designated by Toshiba. TOSHIBA ELEC'I'RO'IC I\I\Gm; IJI\ISIO' HEAD OFFICE: 9740 Irvine Blvd" Irvine, CA 927111 Eastern Zone Offke: 20 East Halsey Rd., Parsippany. NJ 07054 Tel: (201) 515-2200 FAX: (201) 515-2295 Western Zone Office: P.O. Box 19724, Irvine, CA 92713-9724 Tel: (714) 583-3471 FAX: (714) 5117.6877 1994 Toshiba America Information Systems, Inc., Electronic Imaging Division TOSHIBA TOSHIBA AMERICA INFORMATION SYSTEMS, INC. . ELECTRONIC IMAGING DIVISION g;-..;C !i=i'ih'IE 6CLiL:/ARO P.O cOX 19~2. 1F;'i::'H::. C,.1,LIFOFlNI;" 927' 1 3&;;-2..1 Tc:.:"HONE. (71.) :23,"CCO F':'X. (il..1l5a3-~645. (i1~J 5Sj".aa;o T::~=::<' lS~.a. 2 (Tcs:,:.ba ::=\\'(<1) January 17, 1994 :Mike Decoursey American Photocopy 6300 Bury Drive Eden P~e, MN 55344 Dear Mr. Decoursey: My hearty Congratulations! We have completed your Pro~asteI'3 Evaluation and are very pleased to inform you that your Service Department has earned the BenchMark and Benclli\.fark Plus Points required to receive the prestigious 1993 ProMasters Service Award. . The winning of this award is no easy task. All of us at TOSHIBA recognize the fact that it takes a lot of hard work, and a true commitment to the philosophy that Superb Service and Quality Support can make the big difference in today's volatile, and highly competitive office automation arena. Your Service Department provides a class of service that is a STEP ABOVE! We plan to recognize and honur your Service Department at our 1994 NATIONAL DEALERlAlR MEETING to be held during the month of February in Laguna Beach, California. It is our hope that you will attend and give us an opportunity to personally congratulate you and your Service Manager for a JOB WELL DONE! Cordially, &~4 Vice President - Service Electronic Imaging Division c: ~[r. R. Lombardo - TAIS Regional Service Manager . AMERICAN PHOTOCOPY VIP COMPREHENSIVE SERVICE SUPPLY PLAN The quality company now brings you the quality program! Our VIP service and supply plan gives you maximum copier care with no administrative hassle. Simplified invoicing covers it all: parts, labor, travel time and all copier supplies. You provide paper, we do the rest. It's the no nuisance, no nonsense plan tailor made for your busy office. . Bll..LING CHOICES AnnUillly, qUilnerly or monthly. Single unit or combined unit billing. Pay as you go or economize by paying for a year in advance. The choices are many. Choose what's best for you! . TOTAL SUPPLY MANAGEMENT Give us a call when your supplies run low. We'll take it from there. Our sophisticated computer tracking tells us your monthly copy usage. Let us know "you're a VIP" and a three months supply of the items you need will soon be on it's way. . TOTAL COST MANAGEMENT Design your own program. Select the plan that's rightfor you, based on your typical copy volume. Know to the penny what your copier expenses are. . GUARANTEED PRICE PROTECTION Easy budgeting. No spirally expenses. Contract pricing is fixed for afull twelve months. We reserve the right thereafter to adjust prices a modest 5% per year, and only if wholesale price increases on machine parts or supplies make such adjustments necessary. . SIMPLIFIED INVOICING It couldn't be easier. The days of ordering and paying separately for toner, developer and service contracts are over. Your purchasing stajfsaves time. Your payable stajfsaves time. Your company operates more efficiently. VIP SUPPORT Best of all, you get the finest service money can buy. Our award-winning technical stajf provides the VIP service you deserve. Our average four hour service response time gUilrantees it. Leave the details to the pros. With American Photocopy, you're a very important person. We'll make sure your copier gives you very impressive performance. The smart choice, VIP and American Photocopy. Your winning combination. QUALITY ASSURANCE . How do you know we're really as good as we say we are? Because we back it in writing, giving you complete peace of mind on the six issues you care about most. 1. WE'LL MAKE IT LAST . We're so confident in our products that we guarantee their continuous performance. Provided that the equipment is continuously covered by our maintenance contract and that it is used in accordance with the manufacturer's specifications, we'll make sure it runs efficiently for a minimum of seven full years. 2 UPTIME . PERFORMANCE When you choose equipment from DeCoursey Business Group and place it under maintenance contract, we guarantee an average response time of four business hours for emergency sef\'ice calls. 3. FIXED SERVICE COSTS . DeCoursey Business Group protects you from escalating service costs. We guarantee that the cost of your maintenance contract will not increase by more than the Consumer Price Index in your area as long as your maintenance coverage is in force. This guarantee allows you to budget your maintenance expenses accurately. 4 QUALITY . SUPPLIES DeCoursey Business Group guarantees the best in quality supplies to keep your equipment operating with peak performance. Supply inventories, maintained locally within our six divisions, are l'lliued at more than two million dollars. You have complete assurance of rapid delivery and constant availability oftop grade supply materials that meet the rigid specifications of each manufacturer we represent. 5 TRADE UP . VAWE We guarantee that the investment you make will be protected_ A significant percentage of your purchase price will be applied whenever you are ready to upgrade to a more sophisticated model. Provided your system is continuously covered by a maintenance contract, your minimum credit will be: Within the first 90 days: 90 days to one full year: One year to two years: Two or more years: 100% 50% 30% 20% 6 THE "ULTIMATE" . GUARANTEE If it breaks, we'll fix it. If it breaks and we can't fix it, we'll replace it at a like or greater l'aIue. You never have to gamble with DeCoursey Business Group.