The URL can be used to link to this page

Home My WebLink About4E, New Copier Lease� EN HILLS Request for Council Action Prepared By: Sue Iverson v Directar of Finance and Council Meeting Date: September 26, 2011 Adu�inistrative Services New Copier Lease Budg�ted Azxiount: Actual Amount: Funding Source: $0 $2,454 Generai Fund $0 $450 Cable Fund Recox►a�e�datian: 1. Moiion to au�horize the Director of Finance a�ad Administrative Services to enter into a lease agree�nent wit�t Canon Business Solutions for the lease of a Cazzorn Image Runner 9075 with professional puncher and ECopy Scanstation with Laserfiche direct connector for $96$ per inonth for b0 months. Su ortiR Docnments: 1. See the attached memo from Sue Iverson dated Septeznber 26, 2011. 2. Cano�. Innage Runner Advance Product Guide. �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. The cost camparison when adding the thi�rd party applications to the Ricoh is as fo��ows: Cannon Ricoh Monthly Lease $ 650 $ 599 Maintenance 140 120 Total $ 790 $ 7Z9 Annual Total $ 9,480 $ 8,628 Staff asked for a quate on a professional puncher with the a�bility to create outpui holes far GBC bound document,s (arx example of this would be the budget and CIP books). This would save a large amount af staff iime as each time we create the books we spend 14-15 ho�a.rs of staff time punching ar�d binding the books, at $2S/hr kl�is equates to $250-$375 each time. This could produce a savings of $1,540�$2,250 or 60-90 hoi.�s of staff tzme just for ihe budget and CIP books alone. We could further increase savings by bringing the CAFR printing it in house. The cost for this aptzon is: Cannon Ricoh Monthly Lease $ 168 $ 136 Aronual Totaf $ 2,07.6 � 1,632 Staff also requested a quot� on a Lasex�che connector through a scanning system so that when dacuments are scanned tliey go dzrectly into Laserfiche. We current have to scaz� documents inio a f le on our �etwork, r�name them, azid load them ir�to Laserf'iche files. We �ave been using interns and student workers to scaz� files and transfer them into Laserf che or pay an outside vendar to do the scanning. As part af the Council goals, developing a system �or scaruung and retention of historical documents now haused in the base�nent was listed as a medium priority as well as developing a policy and procedure £or recards managemeni and central files. This wou�d he�p to achieve both goals. The cost �or this option cauld be paid for from the Cable Funds. Pricing for this option is: Cannon Ricoh Monthly Lease $ 15a $ 144 Annual Total $ 1,800 $ 1,728 Comparing the two proposals, the copier from Canon Business Solutions casfis $852 more than the Ricoh anzxually; however, the proposal from Canon includes additioz�al feaiures as it has t�ce the paper capacity and the ability to print on 13 x 19 size papex which allows us to print p�sters for recreation and Cxty events to fu�l bleed 12 x 1$ size outpui. We will also be able to print rnost rnaps in-k�ouse in color. The Car�on provides the capacity to handle thic�Cer paper to run the covexs %r the budget books, CAFR, posters for rccreation, post cards and business cards instead a£ having to send them out. The Canon provides a"one-stop" shop where with the Ricoh we would have to deal with a third party for the assembling and tracking sointions. The Canon is designed to last longer between maintenance periods as it uses tk�e same technology found in large production priniers found at Kinko's or FedEx, this techno�ogy produces less heat inside the system so there is �ess maintenance and ii �rolongs the system's life. A11 software and hardware are provided and s�tpported by Canon directly; no tiiird party support is required. We have been very happy witix the service provided by Canon over the last nine years ar�d have an established relationship vv�th �hem. The mainienance fees are based on a total of 20,000 images �er month based an our previous history. Canon is based on $.007 for BIW and $.0576 for color. Ricoh is based $.006 for B/W and $.059 for color. Canon bills on the actual number of imag�s, with no established minimttm. Staff recammends that the City lease tk�e Car�on copier with the profiessional puncher anc� ECopy Scansiat�on with Laserfiche direct connector. Funding for tTie copier and professianal puncher ($S 1$ per month, $9,8 � 6 annually) to came from the Finance a�d Aclminisirative Services budget in the Gez�exal Fuzzd and ihe ECopy Scanstation with Laserfiche direct connector ($150 per rnonth, $1,800 annually) from ihe Cable Fund. The to� monthly lease would be $968 per �nonth or $11,61b annually. There were no manies budgeted in 2011, but $10,000 has been budgeted in ihe General Fund under Finance and Adaxxinistrative Services for 2412. Attached is the Product Guide for the Cannon Image Runner Advanced 9075 wikl� Essentials. The sales represer�tative frozxa Canon Business Solutions will be present at the City Council rneeting to answer any questions the Council may have. COUNCIL ACTYON REQUESTED Moiion to authorize the Directar of Finance and Admir�istrative S�rvices to enter x�to a lease agreernent with Canon Susiness Salutions for ihe lease of a Canon �mage Runner 9075 with professional puncher and ECo�y �can�ta#ion with Laserficl�e darect connector for $968 per month for b0 months. J.'��l � ._�� :� �� . . . : : � . �=� ,:, . � � � � �� , , : � � � � ��: ;� z . ; � �. , � k4 �� ,.,.: � �� °�� a'� �, � �:k,� � ,, � � �"� �x�� Y ��,�' ��F ° : ��-..''��`��v� ;�.. ��3+ �u ;: „ �-�� ` � ��``� � n , � : T�° �,��_°, �� °:.: ;. � � � s�. � '�;. , � . . a::t 4 .�'�'�:�, y'�'Y�',aa'�.,�, n x,l � .� .. � r� ;� � � � : . ^�" �� a � � �`�'� � - � � � �s"� :� ��.ia�� S � V � � � � Y2. � .�'�"�(_!;�l - � $ � �� S'� �� y F ' ��td^"i� ''� �'� . .. . � � . s3 +"'�«�� w.,..�....,..,.. � �. z• �� 1 akk�5� 3�s pG +'��'� �sw'.�[�.' . G'�� "'y� �'.�, �"�`? g p �i�� ri �' '�� k�'"s� � z � �� '� � �> S�� „x,r : � . '., . �'� � � �; 6 � � < �� ,,v � � , �<:��;x Y�r� ' - .. .._.,,.�:,�.,.,,, :.. �. � v �e.� �� Yx -. �� . ;� �,RB�",�rn"`r�� . � : '' _ � �+2 � ��r ' f � F F , .... _.. .. . � ��b:. .�.., nzxai0.� .�"i`7i �r�'�, ��. ,,,�"�.'..1"i4;aac:w�.�, � � .��.� . .� � x � F ��•, x^` ,F� �yYE at z.�' ,�. .y�j �+ �s. � � � �3�.' �"''�"�"°i � �� s � �;z, •' ��x i�� , �.�� , s � 5� �F'�� k �� Wx .�„�aa� ��'�s:: a: �'� .�zr`�a'?� .zi,z � ` .�. . .... ......� ^..--^'w,. �`a`�`�,y`��;'.£:.�:�'�'.n.i.=-�,�`r�;^.r, . .� , . .e._..__ ' .� � . 5"E'�}taLFi ��i�[nCl.�- � ' . -: G , S 4 ', . .. �.� ' �' ,.. . � . .. .Z � -- ,f 1 _ - .. ... . .-._ . - .. - L . .:-. � � _. F+.' _.. -�... :_ .ew.. - _ •• . . � -_ � ' . k..�}.. AZ�-^.13.:d , ,,, , :, e -. . "" �..�w'��" � i v'i� i '� S. ': ' �. ��3.. i 1 ,, . . ... . .. . . . : . �. ., W -,5,�;-: � ��";��'' � �� { .� : ,,; ... . �=�u,� -�n.�::.�:�.aa�;.22�.?....�.i .��, ��_ , . ....... . . . . . . .. . . .. . .--,_,�-.«....«..._..„-.„-�, t . .. . �. �, . . -.-. . -_ . .. , 4a' ..c:.-. ' _ _.kY.. ..,. .:c..� k^r.1 v:!! ..t. �✓'.24YN. 'yt.-ffi' , � " �� _( «-. �� e�t YK' '�"'y#Y3 -.�: .e.t:Yl:� .x..,: �-+, :, " . . . � .- - - . .'. ... _ ...- . . : ' � .'.-. "_ , ... .v_.aa ....�.., ..: ,. .�. �: l�.xL ..., < i � - .., . ... .. .. . . . ,_ .. . . . . .. - . , < - ,...y . � tl� � � �. '�: ,^" ,-� • � , , . i 2-1 Madel & Configuration Comparison Hat'tlware OVerview Ghart � � 9mageRUNN�F2 Al3VAiVC� C9075 PROlC9Dfi5 PRO1G7Q851C7055 PRODLiGT Gtflp� � - i .; � �' , � � . • n$ � imageRUNNER ARVAf�CE C9075 PRQ1G9D65 f'ftQ/G70651C7055 PRODUCT GUIDE �(i1 Idi VC��:��i �. �.ai'17�If �� u r'iC�tlCBil�! � � [ndudes DlgiWl Device Signaturc (PDF/XPS) and Encrypted PQF modes. ��r�rdu�t Hi��t • New Oii-Free pQ TonEr . New Laser [maging Linii • New I�[ Fusing ilnit • Nevsr Imaging Pracessar . New Auto Gradaiian Adjustment a Fteal Tirrie Ca€ibration � Advanced front tn back registraEiQn o High Yield E-Drurn • Continnaus Run . High yie[d toner battle . Repiace toner! paper on the iEy • llFRli 1 PCL5CJB / PS3 • CalarPASS . ImageF'ASS e Micro Prsss e 1Q.4" SVGA full-COIOrTFT d'ISplay • Tilf + Swivel control panel • New Main MenulCluick Menu hard keys . USBIMuIti-Media support « USB Keyhoard support • Stap(ef BooEclat Finisher • Up to 9,300-sheet paper capacily ', • 2-3 Hofe Puncher • 141b. Bond to 1101b. Caver rrsedia weights � �, . Booklet Trimmer �Facej • Up to 13" x 19-1/4" media sizes ; ��, + Raper Folding Unit • Heavy, caated, tab, and env�lopa suppvrt � • Multi tray Insertion Ursii . Professinnal Puncher ! I ��I i'echnolo�y Highligl�fs Ov�rvi�w Wardware Technotogy Overvievv i UNN E�11 . CE C9U75 PRO1C90B5 PRO �z roduct �-li�f��i�ht 7ec�nology �dervrew F111 models In the irr[ageRUNN�Ft ADVANCE Series are built on a newly de�eloped system controller. The system cantraller cnns"ssts oP two boards; the Main board and Acc�lecator board. The Main board handlss irnage processing suc�t as rendering and compressingldecompressing imag�s, while the Rcceferator board is dedicated to system control to xchieve high-speed neiworking, UI respanse tirne, and connections to periphera3s such as U56 memory media and an external key bnard. The two 6oardswork independent of each other, enabling €aster image pracessing with improved image qualiiy and comforta6le res�sonse tirriss. Impfemented on fhis new plakform are four core teahnologies; New User Experience • 8.4" SVGA ful[-calnr 7�7 display • iVew Ariain Menu/C�uick �BfiU �l�ftl ]C�/3 • U56/Multi-M�dia suppod • USB �Ceyhaard sup�ort Print Solutiorr o UFRI� / PCLScl61PS3 . ColarPASS • imagePASS r �jG�'p PCBSS� o New C�il-Free pQ Toner • New Las�r Imaging Llnit . IVew IH Fusing Unit • New ImagEng Processar * New Auta Gradation Adjustment • Real Time Calihratson • Advanced front to back registrat"son Advanced flnlsh�ng Accessories s Stapfef Booklet Finish�r • 2-3 Hale Puncher � ]nseriionl Folding Unit R�bust Paper-Nandling Ad�anced Box, connectivity, Adobe teahnalogy, and security. The Advanced Box accommodates a �ariety of doc�mertf storage workElows with 4exibl� access control. Through conRecfivity, imageRU]ViVER ADVANGE models are able to work cEosely with one another and peripherals, as welf as with M�AP applications and a varf�ty af interRal and exterRal sys;emslmanagement tools. Advbe iechnology enables Adobe PostScripE 3 printir�g and provides the ability ta creata Adobe PDF files fram hardcopy files. Security prov[des enhancements to device securily, data protection, and infiarmation integrity. All of thase innovaiions help evolve customers' document workflows further and offer true usability. Scanning . 1Vew scanner . Sing[e-Pass ADF �� SifBEtS� • U�1 t0 2�QI]�3'(1 • Up ta 6,800-sheet paper capacity = 141b. Bond ta 1101b. Cover meclia weights • L1p ta 13" x 19-91�4" media sizes � Heavy, coated, tab, and enve[ope suppart Producr,v,ty » High Yield E-Drum s Cantinuous Run � High yield toner bottle p Rep[ace tanerlpaper on the fly 0