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Item No. 08L <br />Meeting Date: May 10, 2004 <br />Type of Business: Consent Agenda <br />Administrator Review: _____ <br /> <br />City of Mounds View Staff Report <br />To: Honorable Mayor and City Council <br />From: Charles Hansen, Finance Director <br />Item Title/Subject: Resolution 6247 Approving the Lease for a Copy <br />Machine from Savin <br /> <br />Background: <br />The Mounds View Community Center has a duplicating machine that dates from <br />when the city had its own recreation department and a copy machine that is five <br />years old. Both machines are owned by the City and have received maintenance <br />under contract from Stringer Business Systems. <br /> <br />The duplicating machine has received little use in recent years due to changes in <br />office practices. The copy machine is a Stringer 7320 that was purchased on <br />7/1/1999. It is used more extensively but suffers from increasing maintenance <br />problems, down time, and poor copy quality. <br /> <br />Representatives of the YMCA appeared before the City Council at the April 5th <br />meeting and expressed the need for the replacement of this copier. The City <br />Council asked staff to research options and report back. <br /> <br />The 2004 YMCA budget includes $2,000 for the maintenance of these two <br />machines. Stringer Business Systems has been aggressive at raising prices on its <br />maintenance contracts. Over the last four years, these have gone up at least 10% <br />and sometimes 25% per year. I estimate that it would cost $2,200 to continue the <br />contracts through the end of 2004. <br /> <br />The YMCA also has an ink-jet type fax machine that we believe is about five years <br />old. It isn’t failing at this time, but that could change. Replacing it with a similar <br />machine would only cost a few hundred dollars. Machines of this type have a high <br />cost per page for supplies. <br /> <br />Recommendation: <br />I am recommending that the City replace the copy machine, the duplicator, and the <br />fax machine with one new copy machine that could serve all those functions and <br />also be a computer network printer. It would be a Ricoh 2035eSP and would be <br />leased from Savin, Inc. for a period of five years. <br />