ITEM:

CONSENT CALENDAR

 

8.

Consider APPROVAL OF EXPENDITURE FOR LEASING THREE PHOTOCOPY MACHINES

 

Meeting Date:

July 15, 2019

Budgeted: 

Yes

 

From:

David J. Stoldt,

Program/

Services & Supplies

 

General Manager

Line Item No.: 

Equipment Lease

 

Prepared By:

Suresh Prasad

Cost Estimate: 

$48,000 plus tax

 

General Counsel Review:  N/A

Committee Recommendation:  The Administrative Committee reviewed this item on July 8, 2019 and recommended approval.

CEQA Compliance:  This action does not constitute a project as defined by the California Environmental Quality Act Guidelines Section 15378.

 

SUMMARY: The District currently leases three Canon photocopy machines through lease program with KBA Docusys, Inc.  The current lease is set to mature in August 2019.  District staff would like to enter into a new 5-year lease program for three new photocopy machines.  Staff solicited bids from Canon dealers for a new 5-year lease with similar machines that the District currently uses.   

 

The current Canon photocopy machines are used for day-to-day copy and scanning needs, and also utilized for fax capabilities.  Keeping the District’s current needs in mind and the reliability of the Canon machines, staff solicited bids from Ray Morgan Company and KBA Docusys (District’s current vendor). 

 

The cost breakdown for the three photocopy machines are summarized in the following table:

 

KBA Docusys

Ray Morgan

Company

Lease Costs

$785.00

$715.60

Copy Costs (BW)

120.00

166.00

Copy Costs (Color)

315.00

350.00

Total Monthly Costs

$1,220.00

$1,231.60

*Monthly costs based on estimated 20,000 black & white copies, and 7,000 color copies

Costs per BW copy

$0.006

$0.0083

Costs per color copy

$0.045

$0.05

 

 

 

 

RECOMMENDATION:  Staff recommends that the Board of Directors authorize expenditure of funds to lease three photocopy machines through KBA Docusys, Inc. or Canon at a not-to-exceed price of $48,000 plus applicable taxes. 

 

EXHIBIT

None

 

 

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