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6.d. Copy Machine Purchase
EXECUTIVE SUMMARY FOR ACTION CITY COUNCIL MEETING DATE: March 17, 1992 AGENDA ITEM: AGENDA SECTION: Purchase of Copy Machine Consent PREPARED BY: AGENDA ffEM # 6 D Jeff May, Finance Director„ ATTACHMENTS: Copier Quote, 12/17 Green Sheet, APPROVED BY: Copier Features, Committee Recommendation This item is on the agenda for your consideration in thaurchase of a new copy machine for the front service counter area of City Hall. On December 17, 1991, Council was asked to carry forward funds for the purchase of this machine from 1991 to 1992, which they did at that time. Earlier this year, Council formally encumbered these funds forward. We have looked at many different copy machines and are now ready to make our recommendation to Council for the purchase of a new machine. The committee that was in charge of looking at new copy machines has reached a consensus on the best machine for our needs. This machine is a Ricoh FT4415 copier, available from Metro Sales Incorporated. Attached is a list of features that this machine has, as well as a memo with the committee's recommendation to go with this machine. In December of 1991, the Council agreed to carry forward $3,000 for the purchase of this machine. The total price of the copier comes to $3,471, with the addition of the document feeder option. The machine that we demoed had this feature, and it was the unanimous decision of everyone involved that it would be very beneficial to City staff to have this capability added to our copy machine. The cost of this feature is $1,075 if we get it with our machine when purchased. In discussion with Metro Sales, we found out that if we wanted to add this option later it would probably cost us in between $1,500 and $1,600 to purchase and install. We feel that it would be in the City's best interest to include this feature with the initial purchase. RECOMMENDED ACTION: Approve purchase of Ricoh FT4415 copy machine from Metro Sales Incorporated for the total price of $3,471, with funds to be expended from 101-24405 in the amount of $3,000 and from 101-41110-01-598(Council Designated) in the amount of $471. COUNCIL ACTION: T I CUSTOMER TERMS I CUSTOMER FILE r�ii�r� metro sales incorporated G DOWN • - • - �T� H R • SECURITY AGREEMENT • a917 N. BROADWAY 1620 E. 78TH STREET METRO SQUARE BUILDING 7TH AND ROBERT 163 WALNUT F-1 P.O. 80X828 ROCHESTER, MINNESOTA 55904 MINNEAPOLIS, MINNESOTA 55423 atc ST. PAUL, MINNESOTA 55101 WINONA, MN 55987 (507) 285-0039 FAX: (507) 285-9853 (612) 861-4000 FAX: (612) 866.8069 (612) 292-9265 (507) 454-8822 FAX: (507) 454-8828 1820 HARTLleMADISON AVENUE Q 7 F 401 E. 7TH STREET BLOOMINGTON MINNESOTA 55420 OWATONNAEMINNESOTA 55060 MAN" K TO, MINNESOTA 56001 (507) 451-4160 (507) 345-8043 (612) 861-4000 FAX: (507) 451-8259 FAX: (507) 388.7144 FAX: (612) 881-6965 CUSTOMER ORDER NO. ORDER DATE SALESMAN'S NO. -, ©+c"'" F.O.B. ORIGINATION COST. PHON NO. e%z -4�L/ �� GTY. ORD.1 QTY. SHP. YRUDUC.I IVU. uca.ntr / w�� n . .. ;,. . ....., -- - - 0 -.j��� CUSTOMER TERMS I /MVPF1 ♦ ) 4 III �, G DOWN j PAYMENT H R -. 4..) P G E 'T 0. T atc ZIP CODE - Z, IIF COOK GTY. ORD.1 QTY. SHP. YRUDUC.I IVU. uca.ntr / w�� n . .. ;,. . ....., -- - - 0 -.j��� CUSTOMER TERMS I /MVPF1 ♦ ) 4 III �, DUE ACCOUNTS. DOWN W, 9 "m PAYMENT SALESMA ;��/ L ` SPECIAL 1 STRUCTIONS This is a legal contract to purchase the items specified above, and it includes the terms and conditions of the Security Agreement listed on the reverse of this document. FREIGHT CREDITSERVICE CHARGE OF lIh%PER MONTH CUSTOMER TERMS I TOTAL RATE', WILL BE CHARGED ON ALL PAST DUE ACCOUNTS. DOWN PAYMENT BALANCE NAME O CUSTOMER _ /I CuSTOME S AUTHORIZED SIGNATURE & TITLE PRINCIPAL BANK & ADDRESS OF BANK r77, CITY COUNCIL MEETING CITY OF ROSEMOUNT EXECUTIVE SUMMARY FOR ACTION J DATE: DECEMBER 17, 1991 AGENDA ITEM: 1991 BUDGET CARRYOVER - COPY MACHINE PURCHASE AGENDA SECTION: CONSENT PREPARED BY: STEPHAN JILK, CITY ADMINISTRATOR AGENDA 4R_ ATTACMMMS : NONE 8Y The small copy machine which is located near the front service counters in City Hall is four years old. It was purchased as a dual service copier. It was to provide an "occasional copy" for those needing such at the two service counters and secondly was to provide a "two color" copy option for Park and Recreation as they do a lot of such copying. Staff did not budget for a new one in 1992 as we felt the machine would last another year. In the last couple months it has required more service and now, because of its age, parts are difficult to come by. Since the demand for copying up front has increased and since the use of our other main copier provides all copying needs except special printing requests we would replace the small machine with a little higher speed/less option machine. We haven't had time to spec out and cost a new machine yet but realize we will have to replace this one soon. There will be more than sufficient funds in the 1991 Council Designated account to carryover funds for this purchase in 1992. We estimate a purchase cost of no more than $3000. RECOMMENDED ACTION: MOTION to authorize the carryover to 1992 Funds from the 1991 "Council Designated" account #101-41110-01-598 in the amount of $3000 for the purchase of an office copy machine. COUNCIL ACTION: PURCHASE ANALYSIS RICOH FT4415 COPIER RICOH FT4415 COPIER $2,396-00 OPTIONS AVAILABLE: ----------------- AUTO REVERSING DOCUMENT FEEDER AUTO DUPLE; (with or without feeder) 10 BIN SORTER STANDARD FEATURES ---------------- 500 SHEET PAPER CASSETTE (fall ream) 50 SHEET BYPASS FEED COPY INTERUPT TONER YEILD 8500 COPIES COPY SPEED 15 COPIES/MIN- FIRST COPY 5.9 SECONDS BOOK COPY MODE REPRODUCTION RATIOS:1oo ,93%,74: 65%,1291,155% ZOOM:50%-200% MAINTENANCE EiQUIPTMENT COMES WITH 3 MONTH SERVICE WARRANTY ---------------------------------------------- SERVICE AT .0114./COPY INCLUDES ALL PARTS AND LABOR aW t� U.p 'tC 3D COQ c1 ja n�� . U= t. i c .fit C() 6 c j U U RICOH COPIERS • RICOH FACSIMILE ROYAL TYPEWRITERS metro sales incorporated • 1620 east 78th street • minneapolis, minnesota 55423 • phone (612) 861=4000 TO: Steve Jilk Jeff May FROM: Denise Werner DATE: February 21, 1992 RE: Copy Machine Recommendation The copy machine to replace the Mita we would like to recommend is the Ricoh 4415 from Metro Sales. I am attaching a copy of the price quotes we received on this model. The quote on the document feeder is also listed. If there is a possibility of adding that feature it would be cheaper to do it now, if we add it later we'll incur set-up charges again and labor for installation. Thank You.