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Home My WebLink About2010-11-03 PACKET 04.C.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # Af 4 c DATE 11/3/2010 s R obin • . COUNCIL ACTION REQUEST Authorize the purchase of a Savin 5100 WD wide format copier /scanner from Crabtree Companies at a cost of $17,900 plus tax for a total of $19,175.38. STAFF RECOMMENDATION Approve the purchase. BUDGET IMPLICATION 19,175.38 BUDGETED AMOUNT ACTUAL AMOUNT ADVISORY COMMISSION ACTION DATE REVIEWED APPROVED DENIED ❑ PLANNING ❑ ❑ ❑ ❑ PUBLIC SAFETY ❑ ❑ ❑ ❑ PUBLIC WORKS ❑ ❑ ❑ ❑ PARKS AND RECREATION ❑ ❑ ❑ ❑ HUMAN SERVICES /RIGHTS ❑ ❑ ❑ ❑ ECONOMIC DEV. AUTHORITY ❑ ❑ ❑ ❑ ❑ ❑ ❑ sample print from MIS Coordinator Jenny Jennings v City Administrator Date COUNCIL ACTION TAKEN: M / APPROVED ❑ DENIED ❑ OTHER CADocuments and Settings \jjenning \My Documents \assets\cca form plotter copier.doc MEMORANDUM TO: Honorable Mayor and City Council FROM: MIS Coordinator Jenny Jennings DATE: October 21, 2010 SUBJECT: Replacement of Large Format Copier 13XRp&R* t Consider approving the replacement of our large format copier with newer technology that will perform better, be more reliable, and interface with our document imaging system. BACKGROUND: The Community Development Department would like to replace a Xerox wide - format copier which was purchased in 1997 at a cost of $3,944.71. The quality of the prints has degraded significantly in the past couple of years — see attached for sample. The replacement for the Xerox copier would ideally also be able to function as a scanner to allow us to import existing documents into Laserfiche, saving space and file cabinets. The recommended solution is a Savin 5100WD, which would connect to the network and serve as a large format color scanner and a large format monochrome laser printer. We received quotes from two vendors on this device, with the cheapest price being $17,900 from Crabtree Companies vs. $18,533 from Metro Sales. In addition, we would recommend getting a maintenance agreement on the device which would cover service and toner costs. The annual fee on that would be $295, with an allowance of up to 3,000 lineal feet. Any additional usage would be billed at 9 cents per foot. The average annual usage on the existing plotter was only 600 feet, so I don't anticipate we would have an overage. This replacement would be funded by a carry - forward from 2009. Authorize the purchase of a Savin 5100 WD wide format copier /scanner from Crabtree Companies at a cost of $17,900 plus tax. B H�32 H IHL _J ' o 8 a , , ` :J a -22 IHL FL 8 BHS MIR M C-Z I � A ' L ' S C I urrc-v, - Z,01. e V- - " WW �. 8 B 81 U Crabtree Companies Inc. Tom orro ws Te c1m olooy To day Savin 5100 WD Wide Format Color Scanning 10 CPM B&W Copying D Size 10 CPM B&W Printing Mac Printing 2 x 160 gig Hard Drive Two Roll Paper Tray Table 18" to 36" roll paper Scan to e-mail Scan to Folder Lease Options: Savin 5 100 WD Roll Feeder / Cut Sheet tray (Not Needed) It comes standard with 2 roll feed Additional: (Optional) Maintenance agreement: Annual Agreement $295 Includes 3,000 Lineal Feet Overages @t l . 085 Per lineal foot * Includes All Parts (Paper & Toner extra) * Includes All Preventive Maintenance * 1- 3 Hour Response time 48 Month 60 Month Purchase $435.00 $365.80 $17,900 $ 38.80 $ 32.90 $1,600 Curt Thonipson 651-233-5066 cthou ps on( ,'; Fax 4 651-688-2041 Optional front and back "o muffi-stackers expand pomwo- flexibility and high-volurne capabilities (not shown) 1` J 0 Em Controller Client PC Drivers (Windovvs OS) HDI (print directly from AutoCAD) RPCS (Windows based) Postscript (PDF and PostScript files) Web Print Tool (CALS, HP-GL 112, TIFFS) (Browser based) RI,V-7140 Server PC Plotbase (Printing software for RW-Controller) PlotClient Web RW-7140 Scan Tool IN RW-7140 'Exaternap Controller Client PC (VVmdovv, OS) PlotClient (Job submission tool to Plotbase) PlotClient Web WINPRINT (Send office documents through Windows driver to Plotbase) PlotClient HDI (Send AutoCAD documents to Plotbase) Client PC Drivers with Mac CYS PlotClient Mac (Jobs submission tool to Plotbase) h W51OO/MP W7140 jr T Wide Format inkjet Print and Manage I Inkjet on Network Client PC Drivers (Mac OS) HDI (print directly from AutoCAD) RPCS (Mac based) Postscript (PDF and PostScript files) Web Print Tool (CALS, HP-GL 112, TIFFS) (Browser based) Original output tray holds up to 50 D-size originals for minimal – — ----- -------- 0 interruptions whan making copies Built-in color scanner captures color markups Color LCD touch-panel interface in-house makes walk-up operation easy Clarnshell design and intuitive smnplifies system access N2' Front copy exit tray stacks up to 99 D-size documents for continuous copying ....... . . ... ... ..... Toner cartridge and . 0 paper trays are placed Front-loading drawers enable for easy, one-step system placement even in right replacement or quarters and facilitates rapid re-stm:Mng M clearance of paper jams Optional front and back "o muffi-stackers expand pomwo- flexibility and high-volurne capabilities (not shown) 1` J 0 Em Controller Client PC Drivers (Windovvs OS) HDI (print directly from AutoCAD) RPCS (Windows based) Postscript (PDF and PostScript files) Web Print Tool (CALS, HP-GL 112, TIFFS) (Browser based) RI,V-7140 Server PC Plotbase (Printing software for RW-Controller) PlotClient Web RW-7140 Scan Tool IN RW-7140 'Exaternap Controller Client PC (VVmdovv, OS) PlotClient (Job submission tool to Plotbase) PlotClient Web WINPRINT (Send office documents through Windows driver to Plotbase) PlotClient HDI (Send AutoCAD documents to Plotbase) Client PC Drivers with Mac CYS PlotClient Mac (Jobs submission tool to Plotbase) h W51OO/MP W7140 jr T Wide Format inkjet Print and Manage I Inkjet on Network Client PC Drivers (Mac OS) HDI (print directly from AutoCAD) RPCS (Mac based) Postscript (PDF and PostScript files) Web Print Tool (CALS, HP-GL 112, TIFFS) (Browser based)