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�S. EN HILL5 I�u [� ; : . i u DATE: September 26, 2011 TO: Mayor and City Counci� Patrick Klaers, Cxty Ac�Zninistrator FROM: Sue Iversan, Direcior of �'inance and Administrative Se�rvzces SUBJECT: Proposed Copier Lease SACKGRQUND In July 2045, the City en#er�d into a purchase agreement with Canon Business Solutions to purchase a Canon Image R�nner 8070 copier. We have had the machine for six years and it na longer zn.eets our needs in a number of areas, one of which is that it do�s not have the ability to print or scan color copies. The trad�-in va.�ue at this tizne is $700. Currently, any color copies are done either through Roseville or Office Depot. Previous to this machine, the City had leased a Canon Image Runn�r 7200 copier. Botki of these machines have been extremely reliable and have had few maintena�ce calls and outstanding cusiomer service from Canon. Staff has gathe�ed input from aIl departments to determine ihe needs of tl�e City and confzgured a list of requirements in a new capi�r vvhich wauld impz�ove eff ciencies and meet the demands of aIl departments. We also took into accouz�t tka.e outside services we used to meet all the copy/prini needs of th� City. Staff sent the specif cations out to six vendors and received quotes on ten machines. Of the ten quotes, twp machines zxaet the requirements identified by staff as having the features needed. Canon Business �olutions - Canon Image Runner 9075 with Essentials and Metro Sales - Ricoh C7SOlSP. The majoz� difference between the two is as fallows: Canon uses Desktop Advanced which is buili in�o the unit to perforzn doc�ment assemhly including draw pulls for tabs and Acco�a.nt Track�r to t�rack usage; tk�e Ricoh uses third party applications (Alto Arranger and Equitrac) to accomplish the same items, which means having to deal with a third party when support or maintenance of the item is needed.