HomeMy WebLinkAbout20090908 - VI-08
To: Mayor Hicks and City Councilmembers
From: 2009 Copier Task Force
Melanie Mesko Lee, Assistant City Administrator
Date: September 2, 2009
Re: Recommendation to enter into copier agreement
Requested Action
Enter into a 48 month agreement with Marco to provide copier equipment for city facilities.
Lease Information
The task force is recommending the City enter into an agreement with Marco to provide copier
equipment. Marco’s proposed solution is cost-effective, comprehensive, and the references checked
about Marco’s customer service have been excellent. The recommended solution will include color
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copier at every location as well as a new machine on the 2 floor of the Police Department.
Current lease, maintenance and copy charges are approximately $40,000 annually. The cumulative
estimated annual cost of the agreement, including lease, maintenance and copy charges is $25,340,
resulting in a significantly lower expenditure with the new lease agreement.
Background
The City has worked with Canon Business Solutions since 2004, providing copiers for the City’s
facilities. The current lease expires in September 2009, and a task force of staff has been working the last
several months on developing and evaluating proposals for new copier equipment. Some of the
objectives and goals of this process were:
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Enhanced functionality, including consideration of color capabilities;
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More cost effective lease and printing costs;
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Ways to reduce consumables, including paper and ink usage;
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Increased coordination with Laser Fiche, our document imaging software; and
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Security and accounting features
The task force was made up of the following staff:
Administration
Kathy Belisle Melanie Mesko Lee
BuildingCode
/ Jane Toenjes
Finance
Char Stark
Fire
Penne Schuldt
IT
Adam Schumacher Steph Nornes
Parks & Recreation
Kristin Behrens
Police
Tina Gipson Mary Cofer
Public Works
Sam Hanson
This group did a very thorough job of developing an RFP document, meeting with prospective proposers,
reviewing 12 proposals, narrowing down the proposals to conducting four site visits, and making a
recommendation. If you have any questions about the task force’s recommendations, please let me know.