Agenda Packets - 1984/05/14 - Laserfiche WebLink

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II � MEMO TO: MAYOR AND CITY FROM: CLERK-ADMINISTR DATE: MAY 17, 1984 SUBJECT: PHOTOCOPIER PROPOSALS Pursuant to previous Council authorization Staff mailed out an RFP, copy attached, to 48 Metropolitan Area Photocopier Vendors and received 20 proposals from 11 different firms for photocopying equipment. After reviewing these proposals and rejecting those unable to comply with five specific requirements listed below, three different pieces of equipment proposed by four vendors remained for further review and demonstration at the City Hall. The five items used to determine which proposals would be cut were as follows: 1) Non-compliance with mandatory specification items. 2) Monthly cost excluding paper exceeding our current monthly cost of $550 per month. 3) Copy per minute rating less than 30 copies per minute. 4) Collater capacity less than 15 bins. 5) Inability to comply with specification requirement that service calls on Thursdays and Fridays be responded to within two hours or less. The three remaining machines, namely a Sharp SF 900, Panasonic 3010P., and MITA 312 RE were demonstrated at the Mounds View City Hall on May 10, 11 and 14 with each machine being left for at least one day in order that all members of the Staff would have the opportunity to operate the machines. On the afternoon of May 16 I met with Staff and it was a unanimous opinion that the MITA 312 RE was the most efficient and easy to operate of the three machines demonstrated. Having personally operated these machines without attending the demonstration sessions I would concur with Staff observations that the MITA Photocopier is extremely easy to operate and would be most adaptable to our multiple operator situation. This machine would cost the City of Mounds View $489 per month excluding paper which would include the base rental, maintenance contract, and collater. This cost would be within the 1984 budget for this piece of equipment and, therefore, it is my recommendation that Council authorize the leasing of this piece of equipment for a 12 month period pursuant to the proposal submitted by Copy Sales, Inc.