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CITY COUNCIL <br />AGENDA ITEM 2A <br /> <br /> <br />STAFF ORIGINATOR: Al Rolek <br /> <br />MEETING DATE: January 26, 2015 <br /> <br />TOPIC: Consider Approval to Purchase Ricoh MP 6002SP Copier <br /> <br />VOTE REQUIRED: 3/5 <br /> <br />INTRODUCTION <br /> <br />Staff is seeking City Council approval to purchase a Ricoh MP 6002 SP Copier to replace the <br />current Ricoh Aficio 2060 copier. <br /> <br />BACKGROUND <br /> <br />The City purchased the current Ricoh Aficio 2060 copier in May, 2006. The copier has <br />performed very well over the last 9 years. However, maintenance calls and down time for the <br />copier has been steadily increasing over the last 2 years. Copiers are listed on our equipment <br />replacement schedule to be replaced after 7 years of service. <br /> <br />Staff has researched and done demos on replacement copiers. Staff feels the Ricoh MP 6002SP <br />copier is the best replacement for our current copier. The 6002SP will perform all functions of <br />our current copier and the operational functionality is very similar to our current copier, leading <br />to fast learning curve for employees on the new copier. <br /> <br />The copier could be leased or purchased through the State contract from Metro Sales, Inc. The <br />purchase price of the copier is $10,201. The cost to lease the copier is $219.05 per month and <br />requires a 5 year lease term. The total payments over the lease term would equal $13,143. In <br />addition to either purchase or lease, the City would carry a maintenance contract covering all <br />parts, labor and toner for the copier – virtually everything but paper – at a cost of $50.75 per <br />month for up to 7,000 copies per month, which is our current volume. Any overages would be <br />charged at $0.0065 per copy. <br /> <br />Since the City has had great experience with Ricoh copiers and the cost to purchase is less than <br />the cost to lease, staff is recommending purchase of the Ricoh MP 6002SP. The City <br />accumulates funds in an office equipment replacement fund to finance the replacement cost. <br />There are currently funds available to cover the replacement costs of this copier. <br /> <br />RECOMMENDATION <br /> <br />Staff recommends the City Council approve the purchase of a Ricoh MP 6002SP copier from <br />Metro Sales, Inc. at a cost of $10,201. <br /> <br />ATTACHMENTS <br /> <br />Metro Sales, Inc. Quote Sheet