Agenda Packets - 2003/06/09 - Laserfiche WebLink

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Item No:08G Meeting Date: June 9, 2003 Type of Business:CA WK: Work Session; PH: Public Hearing; CA: Consent Agenda; CB: Council Business City of Mounds View Staff Report To: Honorable Mayor and City Council From: Mike Sommer, Police Chief Item Title/Subject: AUTHORIZATION TO ADD FAX MACHINE OPTION TO POLICE DEPARTMENT COPIER Date of Report: June 9, 2003 Background: In June 2003 a new copying machine was acquired for the police department. It has since come to our attention that an option of having fax capabilities added to the new copier is possible. The old fax machine is about 6 years old, and has been the focus of an average of three service calls per year for the past 2 years, and is currently broken. Each service call is charged at a minimum rate of $65.00, plus any necessary parts or supplies. In addition to these costs, the police department must periodically replace the toner cartridge at a cost of $130.00. Toner cartridge replacement is required about every 12-14 months, and occasionally a new drum is also required at a cost of $100.00. Discussion: Having the fax option added to the new copying machine will cost an additional amount of $20.41 per month. This fee includes the cost of having the fax feature added and activated, all future repair costs under the service contract, and replacement of all necessary supplies, such as toner cartridges and drums. Incorporating fax capabilities into the new copier will also free up space in our records/copier room by eliminating one piece of equipment. This would be a 60-month term on the service/lease agreement. Recommendation: Staff seeks authorization to add the fax option to the current service/lease agreement at a cost of an additional $20.41 per month, for a 60-month term. _______________________ Respectfully submitted by Mike Sommer, Police Chief