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HomeMy WebLinkAbout4H, Lease of RISO Color PrinterPrepared By: Sue Iverson, Finance Direc or Tr a r r Council Meeting Date: December 14, 2009 t / e su e Authorization to Lease a RISO HC5500 Color Printer, Budgeted Amount: Actual Amount: Funding Source: N/A N/A General Fund Recommendation: 1. Motion to authorize staff to into a lease agreement with Pitney Bowes to lease a RISO HC5500 Document Printer at a cost of $511 per month. Supporting Documents: 1. See the attached memo from Sue Iverson dated December 14, 2009. 2. Copy of Pitney Bowes Contract. Ita.- � L� HILLS MEMORANDUM DATE: December 14, 2009 TO: Honorable Mayor and City Council Members Ron Moorse, City Administrator FROM: Sue Iverson, Finance Director/Treasurer SUBJECT: Lease of a HC5500 High Speed Inkjet Printer Backiround Currently, one of the laser printers is in need of replacement and the color printer is also not meeting our needs in that we are limited by the size of the copies we can make (such as maps) and the memory capability of the machine. Staff has been evaluating options and costing analysis. Discussion Staff has researched many options and found that we have the opportunity to get a promotional offer at a 50% discount for a HC5500 High Speed Inkjet Printer from Pitney Bowes for $511 per month or $6,132.00 annually. Staff has done a cost analysis and found that we would save $5,825.45 annually in maintenance, toner, and color copy expense (Roseville, Office Depot, and Kinko's) by converting to this new machine instead of replacing the old laser printer. We would also receive savings in staff time as a result of the speed of this printer and we have not taken into account the savings from big print jobs such as flyers, etc. We did however, use payroll, accounts payable, budget books, CIP, and financial analysis and reports into account in the savings calculations as well as the maps that are printed and charge by Roseville. The result of this would be no impact to the finance department budget in the general fund. Council Action Staff recommends that the Council approve staff to enter into a lease agreement with Pitney Bowes to lease a RISO HC5500 Document Printer at a cost of $511 per month. City Council Meeting \\Metro-inet.us\ardenhills\Admin\Council\Agendas & Packet Information\2009\12-14-09 Regular\Packet Information\RISO Color Copier.doc Page 1 of 1 Pitne. Bow. -es1 fro En.gine.e.-ing the flow of co. unj1 a`ti0n- - . State & Local Term Rental account # 60 Your Business Information NEW CAN # ORDER # CITY OF ARDEN HILLS Full legal name of renter DBA name of renter Tax ID # (FEIN/-FIN) 1245 WEST HIGHWAY 96 ARDEN HILLS MN ?-5400 Billing address City State Gip+4 047925002flw Silting contact name Billing contact phone # Billing CAN # 1245 WEST HIGHWAY 96 ARDEN HILLS MN 551 2-54fl0 Installation address (If different than billing address) City State _7ip+4 0479250020 Installation contact name installation contact phone # installation CAN # Credit Card # Name on card Exp date yp�, o� vary Tax exempt # State tax (if applicable) Fiscal period (from - to) Your Business Needs Qtyj Business Solution Description I Mail Creation - '1 Check items to be included in customer's payment 1 HC Ink - Start-up Kit - Black, Cyan, Magenta, Yellow Cartrid 1 Riso HC5500 PostScript Package with. Offset Auto Stacker 1 Touch Panel Display 1 RISO HC5500 Document Printer Installation & Training - Bas Your Payment Plan Number of months Monthly amount* First ( 60 ) 4511 > *Monthly Billing Only. Your Acknowledgement Equipment Maintenance Provides service coverage including certain parts and IaDo, Software Maintenance Provides revision updates and recnnlcai assistance II Soft -Guard® Subscription Provides postal and carrier updates If you do not elect to include Soft -Guard® protection with your lease, you will automatically receive updates at the then -current rates. lnteliil-inkTM Subscription / Meter Rental / Confirmation Services / Purchase Power Subscription Provides simplified billing and includes {' ) resets per year ( ) Confirmation Services Electronic access to postal confirmation services ) Purchase Power Subscription F1EasyPermitPostage® Subscription Allows you to pay for permit n;ai!. As a permit mail user, you will be contacted to establish your EasyPermitPostaaee account See Purchase Power Terms and Conditions ( ) Required advance check of $ receive: ( ) Tax exempt certificate attached Initial rental term By your signature as "Renter" below, you request that we rent to you the equipment described above or on any schedule attached hereto (the "Equipment") for essential governmental purposes in consideration of your pavment to us of the amounts set forth n the Payment Schedule, subject to the terms and conditions provided in this Agreement. For purposes of this Agreement, all payments set forth in the Payment Schedule shall be referred to as the -Total Payments " Tne payments referred to in the 'ayment Schedule other than the "Final Payment" shall be referred to singularly as a "Period Payment" and collectively as the "Period Payments " Your offer will be binding on us when we accept it by having an autnonzed emoiovee sion it. Ai payments iereunder shall be payable only to us at our executive offices unless we direct you otherwise in writing. 1. NON -APPROPRIATION. You warrant that you have funds available to pay the Total Payments until the end of your current fiscal period, and shall use your best efforts to obtain funds to pay the Total Payments in each subsequent fiscal oenod tnrouon :he end of your Initial Term. If your appropriation request to your legislative body, or funding authority ("Governing Body") for funds to pay the Total Payments is denied, you may terminate this Agreement on the last day of the fiscal oenod for which fund_ nave been appropriated, upon (i) submission of documentation reasonably satisfactory to us evidencing the Governing Body's denial of an appropnation sufficient to continue this Agreement for the next succeeding fiscal period. and (ii i satisfaction of al; ;harges and obligations under this Agreement incurred through the end of the fiscal period for which funds have been appropriated. including the return of the Equipment at your expense. jignature Date I ltle Email address _aerie Jo Tilly 008 %ccount rep District office PBGFS acceptance ..i �./�✓ tit :.i -�:[i �)(:�: Ji ` "t�. J�/5 i tl.{.l .• .. ai �. .. .. .. r Engib:ee-ring the flow of corni-manication.- State &Local Term Rental account # 60 Your Business Information I ORDER # CAN # CITY OF ARDEN HILLS Full legsl name of renter DSA name of renter Tax ID # (FEIN/TIN) 1245 WEST HIGHWAY 96 Billing address ARDEN HILLS MN 55112-5400 City State Zip+4 Billing contact name 04792500201 Billing contact phone # Billing CAN # 1245 WEST HIGHWAY 96 installation Installation address (If different than billing address) ARDEN HILLS MN 12-5400 City State Zip+4 04792500201 Installation contact name Installation contact phone # Installation CAN # Credit Card # Name on card Exp date Type of card Tax exempt # State tax (if applicable) _ Fiscal period (from to) Your Business Needs Qtyl Business Solution Description - Mail Creation - HC Ink - Start-up Kit - Black, Cyan, Magenta, Yellow Cartrid Riso HC5500 PostScript Package with Offset Auto Stacker Touch Panel Display RISO HC5500 Document Printer Installation & Training - Bas Check items to be included in customer's payment Equipment Maintenance Provides service coverage including certain parts and labor Software Maintenance Provides revision updates and technical assistance Soft -Guard® Subscription Provides postal and carrier updates if you do not elect to include Soft -Guard® protection with your lease, you will automatically receive updates at the then -current rates. IntelliL.inkTm Subscription / Meter Rental / Confirmation Services / Purchase Power Subscription Provides simplified billing and includes resets per year ( ) Confirmation Services Electronic access to postal confirmation services ) Purchase Power Subscription EasyPermitPostage® Subscription Allows you to a for permit Y pay p., mrt mad. As a permit mail user, you will be contacted to establish your EasyPermitPostage® account See Purchase Power Terms and Conditions Your Payment Plan Number of months Monthly amount* First i 60 ) (: Required advance check of $ rec eived *Monthly Billing Only. ( ) Tax exempt certificate attached Initial rental term 'our Acknowledgement your signature as "Renter' below, you request that we rent to you the Y equipment described above or on any schedule attached hereto (the "Equipment") for essential governmental purposes in consideration of your payment to us of the amounts set forth the Payment Schedule, subject to the terms and conditions provided in this Agreement. Forpurposes iyment Schedule other than the "Final Payment" shall be referred to singularly as a "Period Payment" nd collectof this ively as the "Pall eriod Payments " Your offeyments set forth in the r will be bindyment ing on usule lwhenl be ewe�accept t b having an yuthori " The payments referred to in the -reunder shall be payable only to us at our executive offices unless we direct you otherwise in writing. Y g authorized employee sign it. All payments NON -APPROPRIATION. You warrant that you have funds available to pay the Total Payments until the end of your current fiscal period, and shall use your best efforts to obtain funds to paythe end of your Initial Term. If your appropriation request to your legislative body, or funding authority ("Governing Body") for funds to pay the Total Payments is denied, you may terminate this Agreement on the last day f th fiscal nt fiscal period through ve been appropriated, upon (i) submission of documentation reasonably satisfactory to us evidencing the Governing Body's denial of an a the fiscal period for which funds arges and obligations under this Agreement incurred through the end of the fiscal y appropriation sufficient to continue this Agreement for the next succeeding fiscal period, and (ii i satisfaction of all period for which funds have been appropriated, including the return of the Equipment at your expense. gnature Date -int name Title Email address curie Jo Tilly 008 :count rep District office PBGFS acceptance j+uv,�G`e av;d!t:0 `t. :J "�:> _. ..,�... ! } �.,�i..i5 s�—'1'�".i is �f':i{ :J•vf_ �-.,':"... .. ......