City of Oak Creek

Common Council Report

Meeting Date:  5/18/04

Item No.:         10

Recommendation:  That the Common Council award a copier purchase contract to the Gordon Flesch Company Inc., in the amount of $30,616.00 for the replacement of the Canon 4000 copier in the City Clerk’s office at City Hall.

Background:  The existing analog Canon copier (purchased in 1997) in the Clerk’s Office has over 2,300,000 +/- copies on it and has needed many service calls in the past several months.  Since this is the main copier for several of the departments in the City, it was recommended that it be replaced to provide for a more reliable, functional, and cost-effective solution for City Hall use.   The new copier is a digital copier with collating, punching, stapling, printing, scanning and networking capabilities.   By purchasing a networked copier, many of the print jobs currently done on a laser printer can be printed using the copier, resulting in a cost and time savings.   In addition, this copier would save hours of labor in the preparation of Common Council agendas by eliminating the hand-collating process currently used.  Multiple copiers were evaluated.  The copiers were not bid locally as the City was able to purchase from the state government bid contract which results in a considerable cost savings.

The following table shows the purchase price, service contract and total cost of each copier that was evaluated over a five-year time period.

City Clerk Copier Analysis
Vendor	Brand	Model	Price	Cost Per Copy	Service Cost/Year (600,000 copies)	Total Service Cost/5 years	Total Copier Cost/5 Years
Gordon Flesch Co.	Canon	IR8500	$30,616.00	0.0060	$3,600.00	$18,000.00	$48,616.00
Central Office Systems	Konica	7085	$30,034.05	0.0065	$3,900.00	$19,500.00	$49,534.05
Office Copying Equipment	Sharp	ARM-700N	$36,345.00	0.0065	$3,900.00	$19,500.00	$55,845.00

The Canon IR8500 is being recommended for several reasons.  It is similar to operate as the existing copier, resulting in less of a learning curve for staff.  Also, Canon copiers in the City have been very reliable.  Gordon Flesch Co. has been doing a good job of servicing them.  Finally, the cost over five (5) years is slightly cheaper than the next copier (Konica), especially considering that the cost savings per copy will result in additional savings if more than 600,000 copies are run per year.

 Engineering and Planning both have copiers that are quite old and were passed down from the Clerk’s Office.  Planning has a Konica 4140 which has been in that department for at least 10 years.  They were notified that Konica reserves the right to cancel their maintenance contract if the copier cannot be fixed due to parts availability and age.  Replacing the Minolta in the Engineering Department with the Canon 4000 would result in an estimated cost savings of over $1,800.00 per year in maintenance contracts as the Minolta is very expensive to service.   Engineering and Planning would decide which copier in their department would be replaced with the existing Canon copier in the Clerk’s Office.   The worst/oldest copier would then be sent to auction.  The maintenance contract cost for the current Canon copier in the Clerk’s Office is $1,782.97. 

Fiscal Impact:  Funding for the project in the amount of $30,000 was included in the 2004 CIEP.  The additional $616.00 would be taken from the 2003 Control Account.

Prepared by:

Caesar Geiger

Information Technology Manager

Fiscal Review by:

Beverly A. Buretta, CMC

City Clerk