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<br /> <br />STAFF REPORT <br />CENTERVILLE CITY COUNCIL <br /> <br />Date: <br /> <br />October 22, 2003 <br /> <br />To: <br /> <br />Honorable Mayor and City Council Members <br />Ms. Kim Moore-Sykes, City Administrator <br /> <br />cof <br /> <br />From: <br /> <br />Ellen Paulseth, Finance Director <br /> <br />Re: <br /> <br />Purchase of new copy machine <br /> <br />************************************************************************ <br /> <br />Staffhas been trying out new copy machines in an effort to find the most suitable <br />replacement for the current machine, which is three years old. We have agreed on the <br />Ricoh Aficio 2045 Digital Copier from Metro Sales (see attached quote.) The proposed <br />new machine comes with a hole-punch kit, produces more copies per minute, has faxing <br />capabilities, and has network print/scan capabilities. <br /> <br />Staffhas included the purchase of a new copier in the draft Capital Improvement Plan <br />(CIP) for the year 2003 (see attached page.) Council will be reviewing and approving a <br />5-year CIP at the time the 2004 budget is adopted. However, there should be adequate <br />funding in the capital outlay account to purchase the copier this year. We wo~d be <br />purchasing the machine through the State of Minnesota Cooperative Purchasing Venture <br />(CPV) Program to ensure the best possible price and to be in compliance with legal <br />bidding requirements. <br /> <br />Because of the newer digital technology, the maintenance contract for the new machine <br />would be $102/month less than the contract on the current machine. The dedicated line <br />for the fax machine could be eliminated, as the new machine would allow for network <br />faxing capabilities. The current copy machine and fax machine could both be moved to <br />the Public Works Department to upgrade the equipment currently in place there. <br /> <br />If approved, Council should motion to approve the purchase of a Ricoh Aficio 2045 <br />Digital copier from Metro Sales, in the amount of$12,666, plus tax, through the State of <br />Minnesota Cooperative Purchasing Venture Program. <br />