City of Oak Creek
Common Council Report
Meeting Date:3/15/05
Item No.: 8
Recommendation: That the Common Council consider a motion to award a copier purchase contract to Gordon Flesch Company Inc. in the amount of $6,800.00 for a Canon IR3530 copier to replace the Konica 4140 copier in the Planning Department’s office at City Hall.
Background: The existing analog Konica copier (purchased around 1995 for the Clerk’s office) in the Planning office has needed many service calls in the past several years. The company servicing the copier will repair and service it only as long as they can get used parts on the secondary market. As this is the only copier for the department, it was recommended that it be replaced to provide for a more reliable, functional, and cost effective solution. The new copier is a digital copier with collating, 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. Multiple copiers were evaluated. The copiers were not bid locally as the City was able to purchase off the state government bid contract which results in a considerable cost savings.
The old copier would be scrapped. Replacing the Konica with the Cannon IR3530 will result in a cost savings of $1,330.00 per year in maintenance contracts as the Konica is very expensive to service due to a lack of replacement parts.
The following table shows the purchase price, service contract and total cost of each copier that was evaluated over a five year time period.
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Planning Department Copier Analysis |
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Vendor |
Brand |
Model |
Price |
Cost Per Copy |
Service Cost/Year (120,000 copies) |
Total Service Cost/5 years |
Total Copier Cost/5 Years |
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Gordon Flesch Co. |
Cannon |
IR3530 |
$6,800.00 |
0.0049 |
$588.00 |
$2,940.00 |
$9,740.00 |
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Imagistics |
Imagistics |
IM3520 |
$4,837.00 |
0.0070 |
$1,140.00 |
$5.700.00 |
$10,537.00 |
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Office Copying Equipment |
Sharp |
ARM-350N |
$6,983.00 |
0.0080 |
$1,080.00 |
$5,400.00 |
$12,833.00 |
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Existing Konica Copier |
Konica |
4140 |
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$1,930.00 |
$9,650.00 |
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The Cannon IR3530 is being recommended for several reasons. It is similar to operate as the existing Clerk’s copier resulting in less of a learning curve for staff. Also, Cannon 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 cheaper than the next copier (Imagistics) especially considering that the cost savings per copy will result in additional savings if more than 120,000 copies are run per year.
Fiscal Impact: Funding for the project was included in the 2005 CIEP.
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Prepared by:
Caesar Geiger Information Technology Manager |
Approved by:
Doug Seymour Community Development Director |
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Submitted by:
Dr Barb Blumenfield City Administrator |
Fiscal Review by:
Beverly A. Buretta, CMC City Clerk |