Agenda Packets - 1984/12/10 - Laserfiche WebLink

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?A MEMO TO: Mounds View City Council FROM: Bruce K. Anderson, Director Parks, Recreation and Forestry Donald Brager, City Finance Director DATE: December 4, 1984 RE: Cash Register Purchase During the past three weeks, staff has been interviewing and accepting propos- als from a variety of firms regarding the purchase of a cash register for the Parks and Recreation Department. As you are aware, this item is a budgeted 1985 capital expenditure, and $700.00 has been allocated for the purchase of a machine for the Parks and Recreation Department. Staff narrowed the cash reg- ister down to two firms of which formal proposals were submitted; one being NCR and the second being Cash Register Sales, Inc. Both machines have the capabilities that staff was looking for including programmable features such as the listing of each Parks and Recreation Department program, as a sub - department, check endorsement, seven character alpha descriptors, ten button key pad, separate clerk keys with individual clerk reports, and compulsory validation for checks and cash, as well as sub -total reports available at any time. The major advantage of going with a programmable machine, is that we currently add up by hand, each day, a separate breakdown for each of our 200 recreation programs. With the addition of a programmable cash register, we would be able to have a better handle on our daily program registration fees, as well as year to date budget control. Staff would recommend, based on the low bid proposals received, that we pur- chase the Esper 7400 with additional memory in the amount of $996.60. The machine comes with a full six month warranty, as well as a future maintenance contract in the amount of $150.00 per year. This would compare with the NCR bid proposal of $1,737,50, for a comparable machine. The City's Finance Department has also been involved in this interview process as they have budgeted to purchase a cash register also. The piece of equip- ment that they are interested in is the Esper 7100 for a bid amount of $574.10. The City Finance Department is interested in basically validation of the receipt and the 7100 accomplishes the Finance Department's needs as out- lined. Based on the total budgeted amount of $1,400.00 for the two machines, we would be $170.70 over -budget and staff feels that we will be able to nego- tiate the reduction with the Cash Register Sales company to come within bud- get. RECOMMENDATION: Staff would recommend that the City Council direct staff to purchase an Esper 7100 for the Finance Department and an Esper 7400 for the Parks and Recreation Department for a total expense not to exceed $1,570.70. Delivery will be accepted in January of 1985 as this is a 1985 capital expend- iture. Staff will be on hand to respond to any questions or concerns the Council may have regarding this issue. BKA/slI