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MEMO TO: MAYOR AND CITY COUNCIL <br />FROM: FINANCE DIRECTOR -TREASURER <br />DATE: MAY 10, 1988 <br />SUBJECT: MAINTENANCE AGREEMENT FOR PHILIPS WORD <br />PROCESSING SYSTEMS (SINGLE DRIVE AND DUAL <br />DRIVE) <br />The mainte..;rce agreement the City has with Benchmark <br />Computar Systems is costing the Cit; 12=;032 for a one year <br />period. This dollar figure is to include 2 service calls <br />for preventative maintenance per year per machine and the <br />ability of the company to trouble shoot and also make <br />supplies available to us. <br />During the past year we have not been contacted once for <br />preventative maintenance on these two machines. Also, it <br />has come to my attention that Benchmark is not an authorized <br />Philips dealer and it has been difficult for them to secure <br />parts for this equipment. In discussing this with Michele <br />Severson I was informed that even ribbons, etc. had not been <br />ordered through Benchmark as their turnaround time was <br />approximately 2 weeks. <br />The maintenance agreement for this equipment will expire on <br />the 22 of July, 1988. <br />On or about April 15 Mr. Shane White from Twin City Business <br />Computers, Inc., a Phillips authorized dealer, contacted me <br />to show me their new product line and to inform me that he <br />could offer us a maintenance agreement for this equipment <br />and do the following for the City: <br />a. Preventative Maintenance <br />b. Remedial Maintenance on an unscheduled, <br />on -call basis. <br />c. Provide parts and supplies for these <br />machines. <br />d. Refresher and advanced training for <br />existing operators. <br />The cost to the City of Mounds View would be $2,014.00. <br />RECOMMENDATION: <br />Staff recommends Council authorization to cancel the <br />contract with Benchmark Computer Systems and enter into a <br />maintenance agreement with Twin City Business Computers, Inc. <br />for a Cost of 52,014.00. <br />DB/mjs <br />