HomeMy WebLinkAbout2002-094 Council ResolutionCOUNTY OF ANOKA
CITY OF LINO LAKES
RESOLUTION NO. 02-94
RESOLUTION APPROVING THE PURCHASE OF
SCANNER AND DESIGNATING FUNDING SOURCE
WHEREAS, city staff has identified the need to upgrade the City's scanning hardware
and software capabilites, and
WHEREAS, staff has conducted research as to the most cost effective way for the City
to accomplish this goal, and
WHEREAS, staff recommends the purchase of a multi -function scanner / copier / printer
unit with accompanying software to meet this need, and
WHEREAS, funds are available for this purchase in the Contingency Account 101-499-
4905-000, and
WHEREAS, future savings are expected to result from this purchase in terms of
extending the life of existing printing and copying machines;
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Lino
Lakes authorizes and approves the purchase of a multi -function scanner / printer / copier
machine in the amount of approximately $20,000 and designates Contingency Account
101-499-4905-000 as the funding source.
Approved by the City Council of the City of Lino Lakes this 12th day of August, 2002.
ATTEST:
Ann J. BYaJr, City Clerk
Staff Originator:
Date:
Topic:
Votes Required:
Background
Agenda Item 4A
Ann J. Blair, City Clerk
August 12, 2002
Consider Resolution No. 02-94 Approving the
Purchase of Scanner and Designating Funding
Source
Simple Majority (3/5)
At the August 8, 2002 Work Session, the Council considered and discussed Staffs
recommendation that a new scanner unit and its accompanying software be purchased for
the City.
Staff has proposed that approximately $20,000.00 be approved for this purchase,
with the funding source identified as Contingency Account 101-499-4905-000. Staff
recommends the purchase of a multi -function scanner / printer / copier unit from
Coordinated Business Systems based upon their quotation. This purchase includes the
hardware, acessories, software, technical support, installation, and ongoing training. It
also includes a 90 -day standard electro/mechanical parts and labor warranty, as well as a
5 -year manufacturer's guarantee which provides limited additional coverage. A full
service maintenance agreement is available which is inclusive and covers repair and
replacement and all items except for paper and staples. The maintenance agreement is
volume -based and is one-third of a cent (.0003) for scanned images and not more than
.0125 (approx. one cent) for printed or copied images.
Currently, our existing copy -only machine generates a volume of approximately
31,500 images per month at a cost per image of .0132. It is not known exactly how many
images per month the new scanning unit will reduce the volume on the current machine,
but it will extend the life of the existing copying and printing machines and therefore
forestall the need for future replacement.
Maintenance is typically performed on a quarterly basis. Because it is difficult to
estimate volume at this point, the vendor, Coordinated Business Systems, is willing to
provide the City with a full service maintenance agreement for the first quarter (through
December, 2002) for a fee of $300, which is based upon a volume of 30,000 prints and
unlimited scanned images. After that time, usage would be evaluated and estimated
based upon the quoted per -image rates.
Staff recommends this be a cash purchase rather than a lease agreement or
financed arrangement. Although the vendor does provide lease agreements, and on
occasion provides financing, the rate of interest does not appear to make this an attractive
alternative at this time.
Resolution No. 02-94 approves the purchase and designates the funding source for
this purchase. The final dollar amount will be based upon the quotation provided to
Council at the August 8, 2002 Work Session, plus tax, and a single quarterly maintenance
agreement (through December, 2002), less any discounts which may be negotiated.
Options
1. Motion to Approve Resolution No. 02-94
2. Motion to Deny Resolution No. 02-94
Recommendation
Option 1 —