ADMINISTRATIVE COMMITTEE |
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7. |
Consider
APPROVAL OF EXPENDITURE FOR LEASING THREE PHOTOCOPY MACHINES |
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Meeting Date: |
July 8, 2019 |
Budgeted: |
Yes |
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From: |
David J. Stoldt, |
Program/ |
Services & Supplies |
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General Manager |
Line Item No.: |
Equipment Lease |
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Prepared By: |
Suresh Prasad |
Cost Estimate: |
$48,000 plus tax |
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General Counsel Review: N/A |
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Committee Recommendation: The Administrative Committee reviewed this
item on July 8, 2019 and recommended ____________. |
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CEQA Compliance: This action does not constitute a project
as defined by the California Environmental Quality Act Guidelines Section
15378. |
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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:
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KBA Docusys |
Ray Morgan Company |
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Lease
Costs |
$785.00 |
$715.60 |
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Copy
Costs (BW) |
120.00 |
166.00 |
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Copy
Costs (Color) |
315.00 |
350.00 |
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Total Monthly Costs |
$1,220.00 |
$1,231..60 |
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*Monthly
costs based on estimated 20,000 black & white copies, and 7,000 color
copies |
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Costs
per BW copy |
$0.006 |
$0.083 |
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Costs
per color copy |
$0.045 |
$0.05 |
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RECOMMENDATION:
Staff recommends that the
Board 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.
None
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