HomeMy WebLinkAboutAgenda Report - July 19, 19892
C 0 N C I L C 0 M M U N I C A , 0 N
TO: THE CITY COUNCIL
FROM: THE CITY MANAGER'S OFFICE
SUBJECT: PURCHASE OF COPIER FOR CITY HALL
PREPARED BY:
Assistant City Manager
COUNCIL NEEIIM DATE
JULY 19, 1989
RECOMMENCED ACTION: That the City Council authorize the purchase of an
IBM III -70 copier. Funds for this equipment were
included in the 1988/89 budget in the amount of
$17,000. Council is also requested to authorize the
appropriation of an additional $9,020.
BACKGROUND INFORMATION: The 1988-89 budget included funds for the purchase of
a photo -copier for City Hall. The Purchasing Agent
received proposals on 10 different copiers. Our
requirements were that the equipment have a design
capacity of 80,000 copies per month, 50 copies per
minute, with a 40 -bin collator. In addition to cost, vie analyzed the cost of
operation over a five-year period and the ease of operation. Five vendors met
the minimum requirements.
The initial cost and five-year cost for each of the seven is shown below:
Manufacturer and Model. Initial Cost Five -Year Cost *
RUGH FT -7060
$16,159
$55,479
]MI 111-70
26,021
58,533
XEROX 1065
26,758
67,975
CANON 8580
19,245
58,401
MLVOLTA 870
15,126
56,509
Includes supplies and maintenance agreement for 50,030 copies
per month for five years at 5% annual inflation rate.
It is staff's recommendation that ttie City purchase the IBM 111-70 even though
the initial cost and total cost is higher. This recommendation is based on the
following operational considerations.
A feature of the IBM
is a large flat work
area. The others
do not have a work
area so a work table
would be required.
Another factor
causing operational
requirements is the size of the equipment
and needed access
for servicing. The
present copy room has
inadequate space to
place a table or
provide additional
space for servicing.
PURCHASE OF COPIER FOR C. HALL
July 19, 1989
Page -2 -
The cost of all supplies is included in the cost analysis; however, the time of
the operators and downtime of the equipment has not been taken into
consideration. Toner for the IMM must be replaced every 77,000 copies; for the
Ricoh it i s every 20,000; the Minolta i s every 10,000 and the Canon every
21,000. IBM and Canon do not require developer. The drum life of the I BNi is
1,500,000 copies more than twice the life of the closest competitor.
The difference in cost from the IBM to the least expensive is
just
over $3,000,
a total of 550.00 per month.
The
ease of operation, the
reduced time for
resupplying the equipment and the
lack
of space in the present
copy
room offsets
this additional cost. The Ricoh
bid
did not include the cost
of
a user key
which is naeded to allocate costs
to
using departments. The
cost
of that item
would add $300 to the bid price of
the
Ricoh.
For these reasons vve recommend the purchase of the IBM II1-70.
Respectfully submitted,
�. 4
erry L. Glenn
Assistant City Manager:
JLG:br
Attachment
COUNC563
BID PRICE:
TERMS:
EST. 5 -YR
SUPPLIES COST
EST. 5 -YR
MAINT. AGRMNT
COST:
TOTAL EST.
5 -YR COST
RICOH FT -7060
$ 16,159.60
NET 30
9,08:.00
30,238.00
$ 55,478.60
BID RESULTS
ADMINISTRATION COPIER
MAY 26, 1989
IBM-III/70
CANON NP8580
XEROX 1065
MINOLTA 870
$ 2.6,020.88
$ 19,245.36
$ 26,728.00
$ 15,126.20
NOT SPECIF,
NET 30
NET 30
NET 30
1,831.00
16,072.00
10,226.00
12,769.00
30,682.00
23,084.00
31,021.00
28,614.00
$ 58,533.88
$ 58,401.36
$ 67,975.00
$ 56,509.20
I