1998AGN JUN 02 I10 - Laserfiche WebLink

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CITY OF COLTON AGENDA REPORT ' For City Council Meeting of JUNE 2, 1998 F HONORABLE MAYOR & CITY COUNCEL, AL: Henry T. G cia, City Manag FROM: Patrick we, Acting Chief of Police SUBJECT: Award lease contract to Oce' Office Systems to replace existing Xerox copy machine with networked Oce' Copier/Printer DATE: May 21, 1998 BACKGROUND: The Colton Police Department presently has a Xerox model 5385 analog copier machine which is in its 45th month of a 60month lease. The technology involved with this machine is outdated. The machine has worn to the point where it often jams in both the document feeder area and the copy feed area. Current costs for this Xerox machine is $1108.06 per month for the lease and $416 a month for copy costs. These are reflected under account numbers 100-6070-6080-2420 for the lease and 100-6070-6080-2300 for the copy costs. DISCUSSION/ANALYSIS: Our computer system development plan includes the necessity to print several copies at a time of individual police reports directly from the networked PC environment. Staff has contacted Oce' USA copy printer company and found that they have a networkable printing copier that is of digital design, allowing us to print reports and other documents directly from the ''PC's onto the printer copier, as well as being able to walk up and make copies of existing paperwork_ This ability would save on personnel time. Our current procedure is for the typist to print out a copy of a report and a clerk or a cadet will take that report and make copies of it from the existing copier machine. The ability to print numerous copies rapidly to a networked highspeed printer/copier should make a significant savings in work time spent standing at a copier. Additionally, a detective who is filing a case with the District Attorney's Office will be able to pull a report up on a computer and if he needs five copies of that report for the DA, he can, from the personal computer, direct the printer/copier to make, collate and staple that many copies and have it waiting for him when he goes to the copier. Staff's prerequisite when approaching this company was that this company must be able to provide the required equipment within the existing budget. Our current budget is $1,524.00 per month. The proposal is for Oce' to buy out the existing Xerox 5385 and return it to Xerox. They will then begin a new lease for 60 months with a monthly payment not to exceed $1,524, tax and copy costs included. Oce' has responded with a proposal based on CMAS (California Multi Award Schedule) contract #4-96-36-0014B which includes: • Buying out and returning to Xerox the existing Xerox 5385 name/rw Item# 10