HomeMy WebLinkAboutJ- 6 Staff Report Purchase of Digital Copy EquipmentCONSENT CALENDAR
TO: THE HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: STEVE KENOYER, ACTING DIRECTOR OF FINANCE
VIA: RICK COLE, CITY MANAGER
DATE: MAY 5, 2003
SUBJECT: PURCHASE OF DIGITAL COPY EQUIPMENT
RECOMMENDATION
It is recommended that City Council approve the purchase of two new Lanier LD075 digital
copier/printer/scan systems for a total amount not to exceed $36,715, including sales tax and
delivery charges to the City of Azusa, and that Council also approve the issuance of a blanket
purchase order in an amount not to exceed $7,000 per year for maintenance agreements for
both machines, to Lanier Worldwide, Inc. of Santa Fe Springs, CA.
BACKGROUND
City Hall and the West Wing each use high-speed copy machines top keep up with the
constant demand for document duplication by all City departments. The Canon copy
machines currently in use were purchased in 1996, and are of the now outdated
“analog” technology. Additionally, each machine has logged well in excess on one and a
half million copies, or “clicks”, outliving its useful life by over a half million copies. The
copy machine at City Hall is no longer operable, and the copier in the West Wing is fast
approaching the same fate. The new digital machines will function as a walk up copy
machine as well as enabling city staff to copy, print, and scan at 75 words per minute in
both simplex and duplex modes. They will also allow staff to scan documents to their
own workstation, or to any other workstation they desire, or to scan to any e-mail
address they desire. The beauty of this is that they can perform all of these functions
from their own desktop. The new digital equipment will easily integrate with city
software, and ultimately, with the new document imaging system that is scheduled to
be installed next fiscal year
HONORABLE MAYOR AND MEMBERS
OF THE COUNCIL
Page 2
The Purchasing Division, in cooperation with Information Services have conducted on site
evaluations of no less than five different manufacturers systems, and found that they all
offer basically the same functionality, and all would serve the city’s purposes well. They are
listed below in terms of total cost to purchase.
Company Manufacturer Model Total Cost for two Units
Lanier Worldwide Lanier LD075 $36,715
The Copy Doctor Gestetner 7502 $43,192
Minolta Business Minolta Di 750 $53,893
Canon Business Solutions Canon IR 7200 $60,098
Xerox Xerox DC 480 $64,482
FISCAL IMPACT
The funding for the purchase of the digital copy equipment will come from the Equipment
Replacement Fund, and the funding for the subsequent maintenance agreements will cone
from the Printing Services account number 10459500006536.