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All of the proposals met the requirements, but pricing varied (see Attachment A). Each
<br /> company's purchase options include the same maintenance agreement as the lease. Maintenance
<br /> agreements provide for maintenance, toner, parts, and labor in the rates. All proposals include
<br /> delivery, installation, initial supplies and training.
<br /> Below is a breakdown of the total five year cost and monthly cost for each proposal, this includes
<br /> the lease or purchase option and the maintenance agreement:
<br /> Canon $ 41,109 $ 685 $ 50,280 $ 838
<br /> Lo ff I e r A $ 30,834 $ 514 $ 33,230 $ 554
<br /> Lo ff I e r B $ 32,068 $ 534 $ 34,161 $ 569
<br /> Marco $ 27,916 $ 465 $ 30,391 $ 507
<br /> Metro Sales A $ 45,769 $ 763 $ 47,820 $ 797
<br /> Metro Sales B $ 35,247 $ 587 $ 36,540 $ 609
<br /> When considering leasing versus purchasing, leasing is the more expensive option; however,
<br /> leasing may be more attractive as the payments are spread out over five years and there is not the
<br /> initial cash outflow associated with purchasing a new machine. If the City were to purchase a
<br /> new machine, it can expect it to last approximately five to seven years; there may be some
<br /> residual value left in the machine at the end of its useful life but it is unclear what that would be
<br /> and what the associated costs would be to dispose of the machine.
<br /> The true cost of the City's current machine from June 2015 through June 2020 (5 years and 1
<br /> month) has been $95,099 or $1,559 monthly. Of the $95,099, $87,200 was for the lease and
<br /> maintenance agreement, $7,436 was for printing overages, and $463 were miscellaneous fees.
<br /> For the last two years, the monthly black and white copy volume averaged 12,000 copies, we
<br /> estimate an average of 5,800 color copies per month. Also, for the last two years, we have
<br /> incurred 17 service calls on the machine; service calls are covered under the maintenance
<br /> agreement and we do not incur any additional costs for these.
<br /> The proposal from Marco was the least expensive for both purchase and lease, with a five year
<br /> total cost at$27,916 and $30,391, respectively. Marco is the company that Roseville IT uses for
<br /> their printing/copy services, and has been generally satisfied. Staff would recommend Council
<br /> directing staff to bring forward a proposal with Marco for formal approval at a City Council
<br /> meeting. If Council is agreeable to this, Council should consider whether or not it is interested in
<br /> purchasing or leasing a machine.
<br /> Budget Impact
<br /> The City's current lease is budgeted at $1,429.50 per month, all of the options proposed have a
<br /> less expense option to lease, and are less expensive to purchase when amortized over 60 months.
<br /> Should the City choose Marco as the preferred option, the City can expect to save approximately
<br /> $930 per month, or $56,000 over the course of five years.
<br /> There are not sufficient funds in the 2020 budget to cover the upfront purchase price of any of
<br /> the copiers. If the City were to purchase the Marco copier, it would need to utilize
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