HomeMy WebLinkAboutNB 4 REPLACE XEROX 06-15-81DATE:
June 10, 1981
NEW BUSINESS
6-15-81
Inter-Corn
FROH:
SUBJECT:
HONORABLE MAYOR AND CITY COUNCIL
CHA~nW-q THAYER, INI'~I~IM CITY ADMINISTRATOR
REPBOGPAPHICS (REPLACEMENT OF XEROX MACHINE)
The City purchase a Xerox 8200 copier system for use in City Hall.
The City has been testing a Xerox 8200 copier which is a high speed copier
and will enable the various departments to reproduce forms in equal quality
to that of printing. Additionally, increased xeroxing has defined a need
for a higher speed copier than the City presently utilizes.
The present 4500 ~rox copier is insufficient to meet the ~c~s of the
entire City in both speed of reproduction and quality of reproduction. The
present 4500 Xerox copier in t~..e Police Department has had more copies run
on it than any copier of like nature in OrangeCounty. The down time and
repairs on this copier have been extensive and the copier is in need of
replacement. Staff recommends that we replace the present 4500 copier in
the Police Department with the 4500 copier in CityHail and replace it with
a Xerox 8200.
The present contract with Xerox has a 10% interest rate and that interest
rate will expire effective July 1, 1981 if we do not accept this contract
with Xerox. A five year cost analysis of the installaticn of this machine
indicates a $13,791 saving or 6% savings over the five years as oompared to
the present xeroxing capabilities in requirements to ser~ form printing out
to contract dealers.
FISCAL IMPACT:
No additional funds will be r~quired. Money b~ already been budgete~ for
reprographics ar~ the funds will be shifted from previous equipment to the
new purchases.
Ultimate savings over five years: in excess of $13,000.
Interim City ~nistrator
CT:dmt
DATE: June 9, 1981
TO: HONORABLE MAYOR AND CITY COU[iCiL
FROH: Charles R. Thayer, Interim City.Administrator
SUBJECT: Reprographics Study
RECOMMENDATION:
It is recommended that the City of Tustin purchase the Xerox 8200 copier
system for use in City Hall. The Xerox 8200 was installed on June I for
a 30-day free trial and, as a result, our copying work has been more
efficient and of better quality. It is also recommended that the City
purchase bvo small convenience copiers (to be determined) to replace old,
poorly functioning copiers in the Water Department and Maintenance Yard.
BACKGROUND:
The City of Tustin is growing in population and as it grows, the need for
printing and reproduction of documents will also grow. To meet this increas-
ing volume ofwork, the current system and equipment should be updated to
handle the anticipated extra demands and improve the quality of our current
copying work:
Several copier products have been investigated, including A.B. Dick off-set
presses, and copiers by Savin, Sharp and Toshiba. After conferring with the
department heads of the City, it was generally decided that the following
features were necessary in any equipment which we might decide to purchase:
1. Excellent copy quality
2. 2-sided copy capability
3. Reduction capability
4. Ability to handle variable sizes and weights of paper stock
5. Sorting capability
6. Automatic document feeder
7. Ease of operation (walk-up capability)
8. Maximum production in terms of speed
9. Reliable and fast service and maintenance
10. Ability to use existing personnel more effectively
It is felt that the Xerox 8200 system meets all of these requirements.
Reprographics Study
Page 2
DISCUSSION:
The City of Tustin is currently reproducing approximately 1,587,600 copies
per year at an annual cost of $55,805. These costs can be broken down as
follows:
MACHINE LOCATION COST PER YEAR COPIES PER YEAR
Xerox 4500 City Hall $13,383 408,000
Xerox 4500 Police $10,767 264,000
Savin 790 Engineering $ 2,014 112,000
Savin 770 City Hall $ 1,261 57,600
Canon 50 Maintenance $ 720 12,000
Royal Litton Water $ 660 8,400
1600
Outside Printing $27,000 724,800
$55,805 1,587,600
If the recommendation is followed, these assumption can be made:
The Xerox 4500 used by City Hall will be placed in the Police Depart-
ment and the 4500 used now by Police will be sold or traded-in on the
8200. The reason for this switch is the Xerox now located in the
Police Department is approximately two years older than the one in
City Hall and has more maintenance problems.
2. The Savin 790 and Savin 770 will remain in City Hall.
o
The Canon 50 and Royal Litton 1600 will be sold and replaced by bwo
small copiers at an estimated cost of $2,600 each. It is probably
more feasible to purchase these two machines outright and save the
finance costs.
4. More than 2/3 of our current outside printing will be brought in-house
as a result of these purchases.
The key operator of the Xerox 8200 will control the use of the machine
and, due to the automatic features of the machine, can be freed to do
other jobs, therefore using her time more efficiently and effectively.
Reprographics Study
Page 3
FISCAL IMPACT:
The projected fSve-year costs for the Xerox 8200 and all the other copiers
in the City are as follows. Detailed costs can be found on attachments #1,
#2 and #3.
Fiscal Year
Current equipment
Recommended equipment..
1981-82 $55,805 $49,192
1982-83 $55,805 $49,992
1983-84 $45,095 $44,640
1984-85 $45,095 $44,640
1985-86 $45,095 $44,640
$246,895 $233,104
This five-year cost savings represents approximately 6%, or $13,791, while
updating our capabilities at the same time. The decrease in costs shown in
f~scal years 1983-1986 are due to the fact that the Xerox 4500 will paid
off by that time.
It is felt that these purchases will help the City to obtain quality copying
and will allow for growth tn the City.. Xerox feels that their 8200 system
will keep up with the state of the art for at least seven years.
BUDGET CONSIDERATIONS:
No additional funds will be required for these purchases. Money has already
been budgeted for reprographics and the funds will simply be shifted from
the previous equipment and outside printing to the new purchases.
Si nce rel y,
Interim City Administrator
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