HomeMy WebLinkAboutAgenda Report - August 2, 1989 (74)BACKGROUND P40RMATION The 1988-89 budget included funds for the purchase of
a copier for City Hall. The Purchasing Agent'received
proposals on 10 different copiers. Gur 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, we 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 five is shown below:
Manufacturer and Model
Initial Cost Five -Year Cost *
RICOH FT -7060
$16,159
555,479
IBM I11-70
26,021
C L
N C I L
C 0 M M U N I C
A I 0 N
69
T0: THE CITY COUNCIL
58,401
MINOLTA 870
COUNCIL
MEETING DATE
FROM: THE CITY MANAGER'S OFFICE
AUGUST 2, 1989
SUBJECT: PURCHASE OF COPIER
FOR CITY HALL
PREPARED BY:
Assistant
City Manager
RECOMMENDED ACTION:
That the
City Council authorize
the
purchase of a
Ricoh FT
-7060. Funds
'or this
equipment were
included
in the 1988/89
budget in
the amount of
517,000.
BACKGROUND P40RMATION The 1988-89 budget included funds for the purchase of
a copier for City Hall. The Purchasing Agent'received
proposals on 10 different copiers. Gur 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, we 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 five is shown below:
Manufacturer and Model
Initial Cost Five -Year Cost *
RICOH FT -7060
$16,159
555,479
IBM I11-70
26,021
58,533
XEROX 1065
26,758
67,975
CANON 8580
19,245
58,401
MINOLTA 870
15,126
56,509
Includes supplies and maintenance agreement for 50,000 copies
per month for five years at 50/0' annual inflation rate.
There are some operational problems with the Ricoh copier. I t is much larger
than the IEI and does not nave the large central work area of the IBM.
However, the initial cost of the Ricoh copier is significantly less than the
IBM. The five-year cost is less, and the need for the work area were not
included in the specifications. These factors make it difficult to justify the
I BM equipment.
The Ricoh bid did not include the cost of a user key which is needed to allocate
costs to using departments. The cost of that item will add $900 tc the bid
price of the Ricoh.
Respectfully s bmitted,
er y L: Glenn
Assistant City Manager
JLG:br
Attachment
C0UNC6I
C0 N C I L C0MMUNICA1 1 ON
TO: THE CITY COUNCIL COUNCIL N EErNG DATE
FROM: THE CITY MANAGER'S OFFICE AUGUST 2, 1989
SUBJECT: PHOTOCOPIER FOR CITY HALL
PREPARED BY: Assistant City Manager
BACKGROUND INFORMATION: Il6 have received bids for a copier for City Half. In
analyzing these bids Ae find the lowest responsible
bidder is for a Ricoh copier. Over a .life expectancy
it will actually cost approximately $2,000 less than
an IBM III 70.
The IBM has operational advantages that makes i t the preferred item.
Illi: are still in the process of evaluating the cost versus the ease of operation.
W will have a recommendation for the purchase on Wednesday, August 2, 1989.
Respectfully submitted,
J rry L. Glenn
Assistant City Manager
JLG :br
COUNC610
BIC RESULTS
COPIER FOR CITY HALL
Bids Received May 26, 1989
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RICOH FT -7060 IBM-III/70 CANNON NP8580 XEROX 1065 MINOLTA 870
Bid Price $16,159.60
Terms Net 30
Est. 5 -Yr
cost of
Supplies $ 9,081.00
Est. 5 -Yr
Maintenance
Agreement
cost $30,238.00
Total
Estimated
5 -Yr Cost $55,478.60
COUNC611
$26,020.88
$19,245.36
526,728.00
$25,226.20
Not Spec if.
Net 30
Net 30
Net 30
$ 1,831.00
$16,072.00
$10,226.00
$12,769.00
$30,582.00
$23,084.00
$31,021.00
$28,614.00
$58,533.88
$58,401.36
$67,975.00
$56,509.20
CITY COUNCIL MEETING
AUGUST 2, 1989
BID RESULTS
COPIER FOR CITY HALL
Bids Received May 26, 1989
RICOH FT -7060
IBM -I11/70
CANNON NP8580
XEROX 1065
MINOLTA 870
Bid Price 516,159.60
526,020.88
$19,245.36
$26,728.00
515,126.20
Terms Net 30
Not Specif.
Net 30
Net 30
Net 30
Est. 5 -Yr
Cost of -
Supplies $ 9,081.00 S 1,831.00 516,072. GO 510,226.00 512,769 .GG
Est. 5 -Yr
Maintenance
Agreement
cost $30,238.00 530,682.00 523,084.00 :$31 ,021 .00 $28,614 .00
Tota
Estimated
5 -Yr Cost $55,478.60
$58,533.88 558,401.36 $67,975.00 556,509.20
Following discussion the City Council, on motion, of Mayor
Pro Tempore Hinchman, Reid second, authorized the purchase
of a Ricoh FT -7060 for City Ha17 from California Copy,
Inc. Funds for this equipment. were included in the 1988/89
budget in the amount of 517,000.
The motion carried by the following vote:
Ayes: Council Members - Hinchman Olson, Reid, and Snider
Noes : Council Members - Pinkerton
Absent: Council Members - None