HomeMy WebLinkAboutAgenda Report - September 20, 1995 (44)OF
CITY OF LODI
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COUNCIL COMMUNICATION
AGENDA TITLE: Specifications and Advertisement for Bids for Photocopier
for Public Works Department
MEETING DATE: September 20, 1995
PREPARED BY: Public Works Director
RECOMMENDED ACTION: That the City Council approve the specifications for a photocopier for the
Public Works Department and authorize advertising for bids.
BACKGROUND INFORMATION: This unit is requested to replace the office photocopier used by the
Public Works engineering and administrative staff. The current
unit was purchased in 1987 and now requires maintenance almost
weekly. Maintenance repair technicians have indicated the 7 -year-
old unit is very worn and will soon incur major repair costs. The down time of this copier is especially
troublesome and time consuming for our staff because other photocopiers are so inconveniently
located during the reconstruction of the Civic Center.
The Public Works Department's photocopier is used daily by clerical and engineering staff and prints
approximately 75,000 copies annually. The number of copies made annually will undoubtedly increase
with a new copier, thereby reducing the number made on the Carnegie Forum basement copier.
FUNDING: Originally Budgeted: 1995/97
Budgeted Fund: General Fund
Current Appropriation: $8,500
Total Project Estimate: $8,500
Planned Bid Opening Date: October 11, 1995
Funds for this copier were approved in the 1995/96 operating I
u 4
Ronsko
Works Director
JLR/SB/Im
Prepared by Sharon Blaufus, Administrative Assistant
cc: Purchasing Officer
Accounting Manager
APPROVED: -
THOMAS A: PETERSONf recycled paper
City Manager
CS&ACOPY.DOC 9112%95
1995-97 Financial Plan inn Budget
SIGNIFICANT EXPENDITURE REQUEST AND STAFFING CHANGE
ACTIVITY: Public Works Administration
REQUEST TITLE: Office Copier
REQUEST SUMMARY
Replace the 7 -year-old Sharp 8600 copier presently used by the Public Works and
Community Development departments. The copy quality is no longer satisfactory and
maintenance has become a problem because of the number of copies this machine has made.
PRIMARY OBJECTIVE
To provide good quality copies and decrease staff time needed to maintain this machine or to go
to another location because the copier does not work
SUMMARY OF FACTORS DRIVING THE REQUEST
This copier was purchased in 1987 and makes over 100,000 copies per year. This year, the
number of copies is significantly less because of the maintenance problems that have
developed.
With the remodeling of City Hall, the engineering staff who now use the large copier upstairs will
be using this machine. Even though Community Development Department will no longer use the
copier, the traffic engineering, development services, design and construction sections of
Public Works will.
ALTERNATIVES
Postpone replacement until next year. This is really the only alternative and would greatly
reduce the efficiency of this Department, especially since staff is relocating to the trailers. The
breakdowns experienced with this older copier cause much staff time to be wasted fixing the
copier or going to another copier.
COST SUMMARY
IMPLEMENTATION
With approval of the budget and this request, our Department will coordinate the acquisition of
this copier with the purchasing Agent.
SIGEXPRQAoc
1995-96
1996-97
Additional Costs:
Staffing
$ 0
$ 0
Supplies, Materials, Services
0
0
Minor Equipment
8.500
0
Total
$8,500
$ 0
Savings
none
none
Net Cost
$8,500
$ 0
IMPLEMENTATION
With approval of the budget and this request, our Department will coordinate the acquisition of
this copier with the purchasing Agent.
SIGEXPRQAoc