08-27-2018 Council Packet - Laserfiche WebLink

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AGENDA ITEM Item No.: 7 Item Description: Photo Copier Lease Date: August 27, 2018 Presenter: Ron Olson Agenda Consent Agenda Finance Director Section: 1. Purpose. To enter into a lease agreement with Metro Sales Inc for copier services. 2. Background. The City has leased photo copiers from Advanced Imaging Systems for over ten years. There are a total of four copiers: two in city hall, one in the police department and one in the public works building that are covered by three leases. Two of the three leases are currently in renewal. In addition, the switch to paperless packets has significantly reduced the number of copies that are being made, so it makes sense to enter into new agreements that include fewer monthly copies. The public works copier is currently a black and white Konica Minolta model. This will be replaced with a similar Ricoh machine that can print in color. Color is needed for printing maps/plans that can be used in the field. The police copier, a Sharp color copier will be replaced with a similar class Ricoh machine. The main copier in city hall is a Konica Minolta that will be replaced by a similarly featured Ricoh machine. The backup copier is a black and white Konica Minolta that will be replaced by a similar Ricoh machine that is capable of printing in color. This copier will be moved from the copy room to the Building and Zoning Department where it will replace the Department's color printer. 3. Cost. The City solicited and received three quotes. The current lease amount for copiers is $1,845.40. All three quotes are significantly less than our current cost. Vendor — Copier Brand Monthly Cost 48mo Monthly Cost 60mo MOTG -Xerox $ 887.00 $ 728.00 Metro Sales — Ricoh $ 869.00 $ 769.00 AIS — Konica Minolta $1,015.00 $ 888.00 4. Funding. The new copier lease will be paid for with funds already budgeted for our current copier leases. The new lease amount of $769.00 represents a monthly savings of $1,076.40. 5. Staff Recommendation. Staff is recommending entering into a lease with Metro Sales. While their cost is $61.00 per month higher than MOTG, they have additional benefits over MOTG. For example, the copiers quoted for PW, Police, and the backup City Hall copier are a step above the MOTG (30pages/min vs 25 pages/min). The Ricoh copiers also come with standard security built in, including drive wiping and data encryption. This is especially important with police or payroll documents which often contain non-public data. Finally, in meeting with the vendors, staff had a much higher comfort level with the Metro Sales staff. COUNCIL ACTION REQUESTED Motion to authorize staff to enter into a 60 month lease agreement with Metro Sales for copier services. Exhibits Exhibit A. Metro Sales Offer Sheet Exhibit B. Copier Brochures Prepared By: Jiji9 Reviewed By: 5b Approved By: _19X