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<br /> <br /> STAFF REPORT <br /> <br /> <br /> <br />TO: Mayor Fischer and Members of the City Council <br /> <br />FROM: Heidi Heller, City Clerk/HR Manager <br /> <br />DATE: June 14, 2023 <br /> <br />RE: Copier/Printer/Scanner Replacements <br /> <br /> <br />ACTION TO BE CONSIDERED <br />Consider purchase of replacement copier/printer/scanners <br /> <br />BACKGROUND <br />The current main copier for City Hall was purchased in 2015 from Marco, and the desktop printer/copier <br />in the main office area was purchased in 2008 from Loffler. The two companies also provide the <br />maintenance services for each machine. There had been discussion a few years ago to replace these <br />copiers, but since they continued working we have been able to delay replacing them. Both machines <br />have become problematic and getting replacement parts now is difficult due to their ages. <br /> <br />Staff received three quotes for replacing both the large main copier and the desktop copier from Marco, <br />Loffler and Metro Sales. Staff asked for quotes for machines that are comparable to our current <br />machines, but each company only sells certain brands of machines so the quotes are not for the exact <br />same ones. The quotes below are for the purchase of the machines, rather than leasing, and removal of <br />our current machines. There is also a monthly maintenance fee for copy costs, toner, parts and service. <br />Marco has a flat fee that includes unlimited copies, and the other companies’ monthly fees are based on <br />the number of copies made so those amounts will fluctuate. The City is currently paying a monthly fee <br />based on the number of copies/prints made, but the flat fee proposed by Marco is slightly less than our <br />average monthly cost has been over the last 12 months. The monthly maintenance cost between the <br />three companies would be similar. <br /> <br />Staff has been very pleased with our current Sharp copier and the maintenance services provided by <br />Marco since 2015, and recommends purchasing both the large copier and desktop copier from Marco. <br />Buying both from Marco would simplify billing and only one company would service both machines. <br />Learning to use the new large copier would be simpler for staff since it would be the same brand as we <br />currently have. <br /> <br />Marco Loffler Metro Sales <br />Large copier: Sharp BP70C55 Canon DX C5850i Ricoh IMC300 <br />$9,208.00 $9,630.50 $9,276.00 <br /> <br />Desktop: HP E52645 MX R1643i II Ricoh IM 350F <br /> $1,850.00 $769.00 $2,500.00 <br /> <br />Total: $11,058 $10,399.50 $11,776 <br />