1997 AGN DEC 02 I13 - Laserfiche WebLink

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Mayor and Council Members Council Meeting of December 2, 1997 Page 2 SUBJECT: APPROVAL OF A CHANGE ORDER IN THE AMOUNT OF $9,392.04NR. TO XEROX FOR THE LEASE OF COPIERS FOR THE UTILITY DEPT. The increased cost for the copier leases are for the major upgrading of two machines. The 5750 copier will be utilized by the Water field employees and the Utility Administration staff due to its computer networking ability. This networking will allow the transmission of documents directly to the copier, and in turn will allow the multiple scanning of documents through the copier back to the PC's. This feature alone, will be of great benefit during the deregulation transition. In addition, the 5750 machine is a color copier with the ability to scan color documents to the PC's, and provide print shop quality documents. The Water Department is required to annually send every water customer a water quality report, which has been prepared by a print shop at a yearly cost of approximately $1,200. The Electric Department is required to prepare annual reports which also must be prepared by a print shop at a yearly cost of approximately $5,000. The Finance Department would like to present budgets which are in color for a clearer understanding of its components. However, the cost to reproduce the budgets in color at a commercial print shop is $1/page, whereas the cost on the 5750 would be $0.18/page. The 2515 plans copier is utilized by the Water/Wastewater Department on a daily basis. The Electric Department, which purchased a Bruning PD4400 blueprint machine, has not been able to utilize its machine due to its age and limited capabilities. The 3060 plans copier is also a major upgrade which will allow staff to make multiple, reduced or enlarged copies at 3/4 of the time it now takes to make copies of plans. Due to the copying capabilities of the 3060 plans copier, staff will be able to reproduce plans for small capital improvement projects instead of the consulting engineer providing the copies at a higher cost. FINANCIAL IMPACT: The cost for upgrading the copiers in the Utility Department was included in the FY97-98 budget. Sufficient funds exist in the following accounts: Water Property Rental account no. 521-8100-8101-2420 (lease of the 6750 copier); the Wastewater Property Rental account no. 522-8200-8200-2420 (lease of the DC230 copier), Water/Wastewater Administration Property Rental account no. 521-8100-8102-2420 (1/2 the lease of the DC265 copier and the 3060 plans copier), and the Electric Utility Administration Property Rental account no, 520- 8000-8001-2240 (1/2 the lease of the DC265 copier and the 3060 plans copier). RECOMMENDATION: Staff recommends that Council approve the changes to the Xerox copier lease for the Utility Department in the amount of $9,392.04/yr. for 60 months. Report Prepared By: Lorraine June