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per month, they believe the machine would still be rated in good condition after three additional <br />years. <br /> <br />The proposal to re-lease from Marco will not require any downtime to replace and set up a new <br />machine. The current machine has only had 11 calls for service over the last 4 years. In the event <br />the re-leased (used) machine were to completely fail or begin having an increased volume of <br />service calls, Marco would replace the machine with a like-for-like version until the end of the <br />lease terms. <br /> <br />Metro Sales <br /> <br />Metro Sales had the lowest lease price. However, while the scanning speed was equivalent to <br />what we currently have, the proposed machine coping output was 20 fewer pages a minute than <br />the current model. That could affect run times when packet deadlines are pushed for large agenda <br />packets. The per-copy costs were lower however, there were no color or B/W copies included <br />with the lease pricing. The monthly cost is estimated based on average current use. <br /> <br />Loffler <br /> <br />Loffler proposed two machines. They offered a reduced price if we signed the lease by June 30th. <br />Our current lease doesn’t expire until September so we would not be able to take advantage of <br />those savings. They were the highest cost per month, even if we had signed by June 30th. Their <br />cost per page was the highest of the three quotes, and there were no prints included with the <br />proposal. The monthly cost is estimated based on average current use. <br /> <br />Budget Impact <br /> <br />The true cost of the City’s current machine from September 2020 through May 2025 (56 months) <br />has been $29,653.53 or $529.53 a month, on average. Of the $29,653.53, $17,676.24 was for the <br />lease and maintenance agreement, $11,120.57 was for printing overages, and $856.75 were <br />miscellaneous fees. <br /> <br />For the last two years, the monthly B/W copy volume ranged from 4,000-6,000 copies, with <br />color copies averaging about the same amount. <br /> <br />The City’s current lease averages $529.53 per month, including the color copy overages. By <br />keeping the current machine and restructuring the contract to include 4,000 B/W prints and 4,000 <br />color prints per month, the city can save approximately $35.25 per month or $1,269.00 over the <br />duration of the three-year re-lease contract. <br /> <br />Attachments <br /> <br />Attachment A: Multi-Function Copier Proposals Cost Summary <br />Attachment B: Marco Proposal <br />Attachment C: Loffler Proposal <br />Attachment D: Metro Sales Proposals