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Home My WebLink AboutCC 3 COPY MACHINE PUR 08-03-92CONSENT CALENDAR NO. 3 8/3/92 - Inter -Com ,TE: July 23, 1992 TO: WILLIAM A. HUSTON, CITY MANAGER FROM: POLICE DEPARTMENT SUBJECT: . COPY MACHINE PURCHASE RECOMMENDATION That City Council authorize the Police Department to enter a 60 - month lease agreement with Xerox Corporation for a copy machine lease. BACKGROUND In the Council meeting of June 15, 1992, Council appropriated $15,000 for the purchase of a copy machine. The copy machine was made necessary by our return to the remodeled Police Facility. The two-story' layout of the Police Facility makes this copy machine necessary due to workload separation, and no central location for the single copier. Three vendors were located whose copy machines metthe needs of the Police Department. These were Eastman Kodak, Pitney Bowes, and Xerox. Analysis and comparison of the machines is attached in the Inter -Com from Teri Helsel. This analysis indicates the Xerox Copier is the lowest cost, if purchased,. and most suitable to the Police Department's needs. Analysis of the lease versus purchase option indicates several advantages. It provides us the opportunity to stay current on technology and remain flexible with regards to police department demands. At the end of the lease there is the option of trade in/upgrade or buy out at a percentage rate. The company owns the machine and is responsible for maintenance and repair costs. Additionally, Xerox offers a total satisfaction guarantee that states that during the term of the lease, if we are not satisfied with our equipment, at our request Xerox will replace it, without charge, with an identical model or a machine with comparable features and capabilities, like -for -like replacement. The other companies do not offer this warranty. • The pricing quoted is County of Los Angeles contract pricing. This offers us the best pricing available. This contract pricing through the County of Los angeles was obtained through a competitive bid process. We would recommend that authorization be granted for the Police Department to enter into this lease agreement. W. DOUGLAS FRANKS Chief of Police WDF:tmh Attachments Y uqtj's' Inter-Com ,ATE: July 08, 1992 TO: Captain Fred Wakefield FROM: Teri Helsel SUBJECT: COPY MACHINE PURCHASE A comparison of copy machines was conducted (see attached) in order to find a copier at the best possible price while also meeting the needs of the department. The following copier models met those requirements: I would recommend that we lease rather than purchase the machine. If we purchase the machine it will be necessary to enter in to a maintenance agreement each year which increases with the age of the machine. Eventually the copier reaches an age where parts are no longer available and the vendor will no longer offer a maintenance contract at any cost. This usually occurs between five and seven years. While the lease amount initially appears to be more expensive, if you add the monthly maintenance costs to the price of the machine, over a five year period the actual cost of the machine is higher than the lease amount. If we lease the machine, maintenance is included. At the end of the lease, we will be able to keep current with new technology and remain flexible with the demands of the department. At the end of the lease there is a buy out or trade-in/upgrade option. Citing the available features, comparable price, and proven service record, .z recommend that we purchase the Xerox Model 5052. The Xerox 5052 offers 1 EASTMAN KODAK Model 90ESS XEROX Model 5052 PITNEY BOWES Model 9056 Purchase Price: $ 15,000 $ 13,270 $ 13,660 ,ease Amount: 60 Mo. - $312 60 Mo. $339 51 Mo. $358 + $.0110 per copy + $.0122 per copy + $.0117 per copy No copy minimum No copy minimum Min. 20,000 copies I would recommend that we lease rather than purchase the machine. If we purchase the machine it will be necessary to enter in to a maintenance agreement each year which increases with the age of the machine. Eventually the copier reaches an age where parts are no longer available and the vendor will no longer offer a maintenance contract at any cost. This usually occurs between five and seven years. While the lease amount initially appears to be more expensive, if you add the monthly maintenance costs to the price of the machine, over a five year period the actual cost of the machine is higher than the lease amount. If we lease the machine, maintenance is included. At the end of the lease, we will be able to keep current with new technology and remain flexible with the demands of the department. At the end of the lease there is a buy out or trade-in/upgrade option. Citing the available features, comparable price, and proven service record, .z recommend that we purchase the Xerox Model 5052. The Xerox 5052 offers 1 ,rery feature the department requires. Xerox will allow u$ to piggyback on the County of Los angeles contract to offer us the best pricing available. There is an added advantage to the agency to maintain a single vendor for both copy machines which would be accomplished by purchasing Xerox. Additionally, Xerox offers a total satisfaction guarantee which guarantees if we are not satisfied with our Xerox equipment, at our request Xerox will replace it without charge to us, with an identical model or machine with comparable features and capabilities, a like-for-like replacement. Respectfully submit d, Teri Helsel Administrative/Support Services Manager /th Attachments 2 COPIER COMPARISON STUDY EASTMAN KODAK XEROX PITNEY BOWES Mow 90EM Model 5052 Model 9056 50 copies per min 55 copier per min 56 coon per min FEATURES Automatic Paper Feed* yes yes yes Collator* yes yes yes Finisher/Stapler* yes yes yes Automatic Duplex* yes yes yes Reduction/Enlargement* yes yes yes Paper Tray Capacity 20w wwd. zM AMU zwo shwu Automatic Paper Selection yea yes yes Color yes no no Edit Features yes yes yes Covers unk yes yes Book Copying unk yes no Automatic Interrupt unk yes yes Mtce. Costs per mo. $115 $86 .0117 per copy first 2 mos free min. 20,000 copies Toner Cartridge $86 per cartridge (5-9) $80 per cartridge $234 per canon (7 mo supply) Developer incl. in mo.mtce.fec (5-9)$135 incl.in mo.mtce.feo Fuser incl.in mo.mtce.foe $29 incl.in mo.mice.fce *These features are required for the normal processing of reports in the Records Section.