HomeMy WebLinkAboutVII (B) Approval and Authorization to Execute Lease Agreement for Color Copier/Scanner/Printer Agenda 9-16-2003
Item VII B
Mayor csptei of Good L, Commissioners
S. Scott Vandergrift Danny Howell,District 1
Scott Anderson,District 2
City Manager er Rusty Johnson, District 3
—_
Jim Gleason Nancy J.Parker, District 4
STAFF REPORT
TO: The Honorable Mayor and City Commissioners
FROM: Brian Ross,Information Systems Director
DATE: September 9,2003
RE: Color Copier Lease&Maintenance
ISSUE
Should the City obtain a color copier/scanner/printer to replace the old B&W copier on the
second floor of City Hall?
BACKGROUND/DISCUSSION
There are several inefficiencies with the way printing, copying, and scanning is currently
handled within the City. First,the City currently uses small,ink-based printers for printing color
brochures,reports,plans,maps,proclamations, and other documents. Large color documents
such as the public safety map book are sent to a copy center for duplication. Color originals for
the paperless agenda must be scanned into the computer by hand and printed or sent to a copy
center for duplication.
Secondly, expensive high-speed laser printers were purchased and occupy floor space near
copiers for many departments with large printing requirements.
Third,not all departments have scanning hardware. Those that do,do not necessarily have the
necessary software to create PDF files required for posting information on the Internet,Intranet,
or paperless agenda
Fourth,the City currently deals with several copier vendors and receives varying degrees of
responsiveness from them. Consequently, each vendor's copier has a different"look and feel" as
well as contact information for payments,repairs,and supplies.
To resolve some of these issues,Information Systems has looked at leasing a single unit that can
function as a copier, scanner, and printer. This reduces the amount of floor space required to
house multiple devices. It also reduces capital expenditure requirements because one device can
accomplish the functions normally performed by several specialized pieces of hardware.
Additionally,some of the newer digital copiers provide increased functionality including
scanning to e-mail, scanning directly to a PDF file,printing from your desktop PC,stapling,hole
punching, collating, faxing, faxing from your desktop,and other time saving features. With the
fast pace of technology,it is estimated that the equipment will be outdated and warn to the point
of needing replacement upon the termination of the 60 month lease. Therefore a straight
business lease would relieve the City of the costs associated with surplusing and disposing of the
old unit.
Due to the age of the City's current copiers, the ending of current leases, and the added
functionality of the newest digital copier units;Information Systems decided to look into a 5-
year replacement program(similar to that used for the PCs)to help spread out the capital costs of
replacing the City's copiers. Eight vendors contacted individually or via the City's RFP provided
information regarding their copier/printer/scanner units.
Of the eight companies,Zeno Office Solutions had the lowest total estimated price($51,166)
over the 5-year period for the lease of a color unit. Xerox had the second lowest total estimated
price at $67,220, Imagistics estimated their total price to be $70,835, Danka's estimated total
price was $71,238, and Dek Imaging quoted$71,614.
Imagistics met the majority of the City's functional needs and preferences with a score of 3,905
points. The remaining top scores were Lanier at 3,882;Zeno at 3,761; Xerox at 3,752; and Ikon
at 3,729.
Based on a cost per point basis,Zeno provides the most functionality at the lowest cost with a
$13.60 cost/points ratio. Next was Xerox at$17.92, Imagistics at $18.14, and Dek at$20.29.
Looking at the vendors' product lines proposed in the RFP and in individual conversations, Zeno
Office Solutions had the lowest cost over the entire period of the replacement cycle. If such a
price differential remains, it will allow the City to standardize on the Savin brand of copiers
offered by Zeno. Such standardization will help reduce training and operating costs and provide
leverage ensuring the City receives top-level support from Zeno. If support should decline or
pricing should increase dramatically compared to other vendors, the City can pursue leases with
other vendors for future devices.
RECOMMENDATION
It is the recommendation ofstaff to waive the City's formal bid process and piggyback of State
Contract 600-340-03-1 to enter into a sixty month lease and maintenance agreement with Zeno
Office Solutions for the replacement of the Ikon copier upstairs in City Hall.
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