Page 2
M E M O R A N D U M
To: Mayor and Board of Commissioners
From: Finance Officer
Date: November 20, 2009
Subject: Consideration of Copier Lease proposals
The Town currently leases eight copiers located in various locations throughout the Town’s offices including one in the BOC building office, two in Administrative Services, one in Planning, one in Police, one in Fire, one at Public Works, and one at the Water plant. A separate contract covers the copier in Administration. The current copier is with COECO and expired this month. Staff contacted COECO and two additional vendors, Coastal Office Equipment and Computers and Electronic Systems, Inc for proposals to provide the Town with copiers for the next five years. The eight copiers include three different models with varying copying speeds and capabilities based on current uses and historic usage. The requests are based on the same.
COECO’s proposal with Ricoh equipment includes four MP 2000 machines, three MP 4000 SPF machines, and one MPC 3300 Color/Black and White machine. The total cost per month based on the current number of copies per month would be $799.92 for a total of $47,995.05 over the term of the lease. This cost includes all costs of monthly rental including handling fees, maintenance, installation, training, parts labor, toner, insurance provided COECO is listed as payee, property taxes, and cost of equipment removal at lease termination. Additionally, all copiers have 11 X 17 paper copy capability. Current customers include Chowan Hospital, College of the Albemarle, and Pitt County Government. This proposal represents an annual increase over our current costs of $790.60 but does increase copier capabilities and speed.
The Electronic Systems, Inc proposal with Xerox equipment includes four MFP 3300 machines, three WC 5150 PT machines, and one WC 7435 Color/Black and White machine. The total cost per month also based on the current number of copies per month would be $581.74 for a total of $34,904.22 over the term of the lease. This cost includes the monthly rental, per copy costs, insurance, annual property taxes, handling fees, equipment installation, training, maintenance, parts, labor, toner, and end of lease equipment removal. Additionally, the costs include networking capability for all machines. Current customers include Dare County and the Towns of Manteo and Kill Devil Hills. This proposal represents an annual decrease over our current costs of $1,827.56 and also increases copier speed and capabilities.
The Coastal Office Equipment & Computers proposal with Kyocera equipment includes four TASKalfa 221 machines, three TASKalfa 420i machines, and one TASKalfa300 ci machine. The total cost per month of $657.63 for a total cost of $39,457.53 over the term of the lease. The cost includes toner, insurance, property taxes, handling fees, training, installation, and end of lease property removal. Additionally, the proposal includes surge protectors for each machine. Current customers include Nags Head Realty, Trimpi & Nash, and The Twiford Law Firm. This proposal represents an annual decrease over our current costs of $916.90 and also increases copier speed and capabilities.
Based on the responses received, Staff recommends contracting with Electronic Systems, Inc for our copier needs over the next five years. The operating budget amounts for FY09-10 are based on our current contract and provide sufficient funding for the costs of entering into the new proposed lease.