City of Oak Creek
Common Council Report
Meeting Date: 04/17/07
Item No.:
Recommendation: That the Common Council consider a motion to award copier purchase contracts to Gordon Flesch Company Inc. for:
a. the purchase of a Canon IR2280i color copier in the amount of $13,920.00 for the City Clerk’s office, and
b. the purchase of a Canon IR3030 copier in the amount of $6,300.00 for the City Assessor’s office.
Background:
a. Clerk’s office : The existing Lanier copier (purchased in 2001) in the Clerk’s office has needed many service calls in the past several years. The number one problem the city has had with the Lanier color copier is color quality. The color and printed copies do not print in consistent real colors (i.e. green printing yellowish, reds printing brownish, etc. resulting in copies/prints that do not look like the original). Service also has been dismal. For those reasons, when we evaluated copiers, color quality and reproduction capabilities were scrutinized extensively. As this is the only color copier for the city, it was recommended that it be replaced to provide for a more reliable, functional, and cost effective solution.
The following table shows the purchase price, service contract and total cost of the color copiers, evaluated over a five year time period.
|
Color Copier Analysis |
|||||||||
|
Vendor |
Brand |
Model |
Price |
Cost Per B & W Copy |
Cost Per Color Copy |
Service Cost/Year (40,000 Color Copies) |
Addn. Monthly Main Cost for 12 Months |
Total Service Cost/5 years |
Total Copier Cost/5 Years Including Purchase Price |
|
Gordon Flesch Co. |
Cannon |
IR3380i |
$15,774.00 |
0.0100 |
0.0700 |
$2,800.00 |
$0.00 |
$14,000.00 |
$29,774.00 |
|
Gordon Flesch Co. |
Cannon |
IR2880i |
$13,920.00 |
0.0100 |
0.0700 |
$2,800.00 |
$0.00 |
$14,000.00 |
$27,920.00 |
|
Existing Lanier |
Lanier |
5722 |
|
0.0200 |
0.1400 |
$5,600.00 |
$1,705.00 |
$36,525.00 |
$36,525.00 |
|
|
|
|
|
|
|
|
|
|
|
|
Central Office Systems |
Konica |
C252 |
$7,411.00 |
0.0120 |
0.0890 |
$3,560.00 |
$0.00 |
$17,800.00 |
$25,211.00 |
|
Office Copying Equipment |
Sharp |
MX-2300 |
$7,051.50 |
0.0150 |
0.0800 |
$3,200.00 |
$0.00 |
$16,000.00 |
$23,051.50 |
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 Konica and Sharp color copiers listed on the state contract and in the above table are slower and smaller copiers than the Canon and as a result were priced lower. The copy quality, speed and monthly volumes of the Canon IR2280i were higher. While Canon’s IR3380i model has the highest speed and volume, we believe the slightly lower-cost IR2280i would meet our needs. Also, Canon copiers in the City have been very reliable and produced quality copies on a consistent basis. Gordon Flesch Co. has been doing an excellent job of servicing the city copiers.
The copier being recommended is a digital copier with collating, stapling, printing, and networking capabilities. The old color copier would be scrapped. Replacing the Lanier with the Cannon IR2280i will result in a cost savings of $2,800.00 per year in maintenance contracts as the Lanier is very expensive to service.
b. Assessor’s office: The service cost of the existing analog Imagistics copier in the Assessor’s office has increased dramatically 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.
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 following table shows the purchase price, service contract and total cost of each copier that was evaluated, over a five year time period.
|
Assessor Copier Analysis |
||||||||
|
Vendor |
Brand |
Model |
Price |
Cost Per Copy |
Service Cost/Year (40,000 Copies) |
Addn. Monthly Main Cost for 12 Months |
Total Service Cost/5 Years |
Total Copier Cost/5 Years Including Purchase Price |
|
Gordon Flesch Co. |
Cannon |
IR3030 |
$6,300.00 |
0.0049 |
$196.00 |
$0.00 |
$980.00 |
$7,280.00 |
|
Central Office Systems |
Konica |
250 |
$4,910.28 |
0.0120 |
$480.00 |
$0.00 |
$2,400.00 |
$7,310.28 |
|
Office Copying Equipment |
Sharp |
ARM-355UB |
$4,801.96 |
0.0079 |
$316.00 |
$0.00 |
$1,580.00 |
$6,381.96 |
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. The old Imagistics copier will be transferred to the Fire department for the remainder of the year to fill a temporary need for this type of copier.
Fiscal Impact: Funding in the amount of $20,000 for this project was included in the 2007 CIEP; the remainder needed of $220.00 would be taken from the 2006 Control Account.
|
Prepared by:
Caesar Geiger Information Technology Manager |
Submitted by:
Pat DeGrave City Administrator
|
|
Fiscal Review by:
Beverly A. Buretta, CMC City Clerk |
|
|
|
|
|
|
|