HomeMy WebLinkAbout10/16/1990, C-12 - AWARD OF COPIER CONTRACT MEETUYo DATE.
�°° ►�flPelU city of san Luis OBISPO 19L16190
IIIINGs COUNCIL AGENDA REPORT 'T� =BT
FROM: William C. Statler, Directq ' 'mance
SUBJECT: AWARD OF COPIER CONTRACT
CAO RECOMMENDATION
Award the contract for the purchase of six Minolta copiers to the firm of Copytron in
the amount of $54,96525 and authorize the Mayor to execute the purchase agreement.
REPORT-IN-BRIEF
The recommendation to purchase six Minolta copiers at this time is the result of a
comprehensive evaluation of the City's offsite and onsite reproduction needs. This
evaluation process included:
■ Comprehensive analysis of the City's onsite copier needs.
■ Development of a Copier Management Policy to address the management of the
City's overall reproduction needs, including standards for the type, purchase,
replacement, and maintenance of onsite copiers.
■ Identification of copiers that should be replaced or added at this time.
■ Comprehensive evaluation and selection of the copier configuration and vendor
solution that will best meet the City's price, performance, and maintenance needs.
The recommended copiers will replace four existing units at City Hall and add one
copier at the Police Station and one copier at Fire Station No. 4.
DISCUSSION
Evaluation of Onsite Copier Needs
The need for the City to comprehensively address its onsite copier needs was first
identified in the 1987-89 Financial Plan. At that time, $34,000 was designated for office
copier replacement and upgrades (page 1-10). Additionally, the development of written
policies and guidelines for office copiers was a key Management Team Objective in the
1987-89 Financial Plan (Information Systems Management, page B-7).
The first step in developing an office copier policy to guide the purchase, replacement,
and management of copiers on a City-wide basis was the development of a copier volume
and needs assessment. Three tasks were performed in completing this first phase:
■ All copier users were surveyed regarding the copier they most used; percentage
of copying performed onsite versus offsite; the type of onsite copying most
commonly performed (such as single page originals, multiple page originals,
duplexing, collating, reduction, and enlargement); and overall copier features
necessary to most efficiently support City operations.
City Of Sah LUIS OBISPO
COUNCIL AGENDA REPORT
■ An analysis was performed of the number of copies made using onsite copiers.
As reflected in Attachment A, over 1 million copies were made onsite during
1989, with the Police Department's Records Section copier accounting for the
largest number of copies annually (over 400,000).
■ An inventory of onsite copiers was developed identifying location, model,
department, volumes, features, age, and projected replacement schedules. A
summary of this inventory is provided in Attachment B.
At this time, the number of copies made offsite versus onsite is relatively evenly divided:
approximately 94,000 copies are made per month by the City's contract copy vendor
(Kinko's) compared with 96,000 copies monthly onsite:
After this review of copier volumes and performance requirements, a copier policy was
developed to guide the City's acquisition, replacement, and overall management of its
onsite reproduction needs. In addition to onsite copying, this policy also addresses the
City's contract (offsite) reproduction practices. Prepared by the Technical Services
Coordinator, this policy was reviewed by the City's Management Information Committee
and Director of Finance, and was approved by the City Administrative Officer on June
11, 1990. A copy of the Copier Management Policy is provided in Attachment C.
With guidance from this policy, the City's onsite copier needs were evaluated on an
organization-wide basis. This evaluation resulted in the recommendation to purchase six
copiers at this time summarized as follows:
1. City Hall, Upstairs Copier Room (Canon NP400) - REPLACEMENT
This copier was purchased in 1982, and performed at or above its rated monthly
capacity since its purchase until it ceased operating in February of this year. The
City's service contractor can no longer provide maintenance for it, and it has been
removed and replaced with a rental unit pending this purchase. Replacement with
a Medium volume copier is recommended at this location.
2. City Hall, Downstairs Copier Room (Canon NP400) - REPLACEMENT
This copier is exactly the same vintage as the City Hall Upstairs NP400, and has
also performed at or above its rated monthly capacity since it was installed. It
runs the second highest number of copies in the City. It has experienced frequent
(weekly) severe breakdowns in the last year. Replacement with a High volume
copier is recommended at this location.
3.. Finance Department (Canon NP210) - REPLACEMENT
This machine was also purchased in 1982, and has been making its rated number
of copies every month. It is a very simple, slow machine, and has no special
features. Replacement with a Medium volume copier is recommended for this
location.
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COUNCIL AGENDA REPORT
4. Personnel Department (Canon NP1281) - REPLACEMENT
Personnel requires a copier in their department. Their staff prepares a large
number of confidential recruitment packets/oral board binders; doing them at
other City Hall locations takes them away from the office for at least an hour at
a time. By doing them in their own department, they can also be answering
phones, servicing the front desk, etc, while copying. Risk Management has also
added a heavy, constant, copy burden. Due to the need for confidentiality, these
projects cannot be sent to the City's contract vendor. This unit is currently
installed on a rental basis, and the purchase of a Medium volume copier is
recommended for this location.
5. Police Department (Records Section) - ADDMON
As approved in the 1989-91 Financial Plan (page D-8), the Police Department
needs to add another copier in the Records Section to augment their high volume
copier. Currently, the Police Department has four copiers: one high volume and
three small to medium volume copiers. Each division uses their small copier for
their lower volume copy needs, and they all use the large copier in the Records
Section for everything else. This copier is also the most centrally used machine,
because anyone who needs a copy of a police report/record has to come to this
section and use this machine (all of the police records are located in that area
and cannot be removed). The Police Department is finding it increasingly difficult
to get their reports copied and out to the courts in the afternoons because of a
queue of people waiting to use the copier. The Model 7550 currently located
there does the highest volume in the City by double (34,000 copies per month)
over the next lower volume. The Police Department has $8,000 available from
the 1989-91 Financial Plan to add another copier in the Records Section. A new
Medium volume copier is recommended at this location.
6. Fire Station No.4 - ADDMON
Fire Station No. 4 houses the Fire Department's Drafting Division; it currently has
no copy machine. In order to meet the needs of reproducing the graphics and
maps produced at this location, a low volume, high quality machine is required.
As this is a one person division, it is time consuming.and inefficient for the sole
staff member to go to the Main Fire Station every time a copy of a map is
required. A Low volume copier is recommended for this location.
Selection Process
Based on the adopted Copier Management Policy and the evaluation of current copier
needs, the CAO authorized the issuance of a Request for Proposals (RFP) 'for six copiers
on June 12, 1990 (a copy of the RFP and Bidders List is on file in the City Clerk's
Office). In addition to the City's standard advertising for proposals, the RFP was directly
sent to ten vendors, and five proposals were received by the closing date of July 19, 1990
from the following firms:
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M . city of san tuts oBispo
COUNCIL AGENDA REPORT
Manufacturer
Represented
Copytron Minolta
San Luis Obispo Konica
Superior Office Systems
Pismo Beach Mita
More Office Systems Canon
San Luis Obispo Panasonic
Golden State Systems
San Luis Obispo Savin
Eastman Kodak
Pismo Beach Kodak
Based on a desktop review, four of the five proposals were accepted for further
evaluation. Although it was not a requirement that vendors propose in all three copier
classes (High, Medium, and Low), it is significantly more efficient from a training and
maintenance support perspective to have all copier needs provided from one supplier.
The proposal from Kodak did not bid for all of the City's copier needs. As the other
four bidders were capable of meeting the City's total copier requirements, the vendor's
ability to meet all of the City's copier needs was used as a selection criteria early in the
process, and the Kodak proposal was deleted from further consideration.
A comprehensive summary of cost, features, performance, and service was prepared for
each of the proposals and is on file in the City Clerk's Office. All of the proposals
were evaluated based on these four key factors by a Review Team composed of
representatives from all of the affected Departments. In addition to evaluating the
proposal submittals, site visits and demonstrations were made for each of the bidder
solutions. Further, reference checks were made on the performance of the proposed
copiers installed at other customers' locations.
Based on this comprehensive evaluation process, it is the consensus of the.Review Team
that the proposal submitted by Copytron for Minolta copiers is the best overall solution
for the City in terms of price, features, performance, and service.
Special features of the recommended copier configuration that will significantly improve
the productivity and effectiveness of City operations include:
■ Due to special design features, mechanical failures will be less frequent, and
maintenance and repair will be performed more efficiently when required.
■ Copier speeds for all three classes of copier (High, Medium, and Low) are
significantly faster than existing units, resulting in greater staff productivity and
reduced personnel costs in making copies. a I/
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COUNCIL AGENDA REPORT
■ All copiers have an efficient duplexing feature, resulting in less paper usage and
reduced file storage needs.
■ All copiers can use 25% content recycled paper.
• Copy quality will be significantly better-.
Purchase Versus Lease Cost Analysis
There are four basic alternatives available to the City in acquiring the recommended
copier configuration: rental, long-term lease, lease-purchase, and direct purchase. A
summary of these purchase alternatives for each of the proposals is provided in
Attachment D. When considering these alternatives over a three year time frame, direct
purchase is the most favorable cost solution. The primary risk associated with direct
purchase is the copier's ability to meet the City's performance requirements under actual
operating conditions. To address this concern, the proposed Agreement provides for a
90 day trial period under which the City will rent the recommended copiers at Copytron's
normal rental price. If the City is satisfied with the performance of these copiers at the
end of the trial period, Copytron will sell the copiers at their agreed upon purchase price
and credit any rental payments made to this purchase. Correspondingly, if the City is
dissatisfied with the copier performance during this trial period, Copytron will remove
the copiers and the sole compensation to them will be the rental payments made by the
City during this trial period.
It is anticipated that future copier acquisitions over the next three years will be Minolta
copiers purchased through Copytron. Accordingly, the proposed Agreement provides that
Copytron will sell copiers to the City at their current bid prices, or the lowest price
offered or sold to any other customer (whichever is less) over the next three years.
Alternatives
There are three basic alternatives available to the Council in awarding the copier
contract:
■ Select a Different Vendor
The Council could award the contract to one of the vendors offering the
Savin, Canon, or Mita solutions. However, a comprehensive evaluation of the
proposals supports the award of contract to Copytron for Minolta copiers, and
as such, this alternative is not recommended.
s Select a Lease or Rental Option
An analysis of the pricing options for rent, long-term lease, lease-purchase,
or direct purchase supports the recommendation to directly purchase the
recommended copier configuration. Long-term lease would be the most cost
effective solution if the City's anticipated replacement cycle for technological
or service reasons is significantly less than three years. Based on the City's
current experience of retaining copiers significantly in excess of three years,
these problems are not anticipated. The primary risk associated with direct
purchase (not being satisfied with the performance of the units after
installation) has been mitigated through the -90 day trial period.
� i�u�f�pi� lll city of san Luis oBispo
MOrme COUNCIL AGENDA REPORT
■ Make No Purchases
Efficient duplication of City documents is essential to the effective delivery
of City services. The copiers to be replaced have more than exceeded their
estimated useful lives, and replacement at this time is warranted. Based on
a comprehensive evaluation of copier needs, additional copiers at the Police
Station and Fire Station No. 4 are also justified at this time. Failure to
acquire the recommended copiers will significantly impact City operations and
result in reduced service levels. As such, this alternative is not recommended.
CONCURRENCES
The recommendation to purchase Minolta copiers is based on a review and evaluation
process that included representatives from,all of the affected Departments. Review Team
member included:
Administration
Marilyn Cox, Executive Secretary
Peggy Johnston, Technical Systems Coordinator
City Attorney
Sharon Woodward, Executive Secretary
City Clerk
Lori Hansen, Secretary
Sue Noone, Office Assistant
Kim Condon, Assistant City Clerk
Community Development
Barbara Ehrbar, Executive Secretary
Diane Stuart, Secretary
Allen Hopkins, Administrative Analyst
Rick Hocker, Graphics Technician
Finance
Ella Goven, Executive Secretary
Fire
Sergio Reyes, Graphics Technician
Viv Dilts, Secretary
Personnel
Sue Tison, Executive Secretary
Police
Tom Stewart, Support Services Manager
FISCAL IMPACT
Acquisition of the six Minolta copiers from Copytron will cost $54,965.25 summarized as
follows:
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WOMe COUNCIL AGENDA REPORT
Location Model Class Cost
City Hall, Upstairs 5400 Medium $ 89467.00
City Hall, Downstairs 8600 High 12,702.00
Finance 5400 Medium 89467.00
Personnel 5400 Medium 89467.00
Police Station 5400 Medium 8,467.00
Fire Station No. 4 4300 LAW 5.162.00
Total Cost 51973200
Sales Tax @ 6 1/4%n 3.233.25
TOTAL PURCHASE AMOUNT $ 549965.25
This purchase amount is consistent with original cost projections and will be funded in
accordance with existing budget authorizations and the Copier Management Policy as
follows:
1987-89 Financial Plan
Capital Improvement Plan (E-10) $ 349000
1989-91 Financial Plan
Public Safety (D-8) 89000
Organizational Support Services (H-11) 12.965
TOTAL $ 54,965
SUMMARY
Based on a comprehensive evaluation of the City's copier needs, the purchase of six
Minolta copiers is recommended at this time. To implement this purchase, award of
contract is recommended to the firm of Copytron in the amount of $54,965.25.
ATTACHMENTS
A. 1989 Copier Volumes
B. Current Copier Inventory
C. Copier Management Polity
D. Purchase Versus Lease Cost Analysis
DOCUMENTS ON FILE WITH THE CrN CLERK
L. Agreement for Copier Purchase with Copytron
2. Copier Survey and Needs Assessment
3. Request for Proposals for Six Copiers dated June 12, 1990
4. Bidders List
5. Proposal Evaluation Summary
6. Copytron Proposal Submission Form
7. Minolta Model 8600, 5400, 4300 Feature Brochures
COPIERS/10-16RPT.YPF
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ADMINISTRATION DEPARTME*" .OLICY MEMORANDUM Attechmen C. ......
Management of City Copying Needs
(,OVERVIEW
�J
This policy addresses the City of San Luis Obispo's document reproduction program,both in-house and off-site. The purpose
of the policy is to ensure that documents are reproduced in an efficient and effective manner . The policy will take effect upon
approval of the City Administrative Officer,and will be reviewed annually when the off-site copy contract is renewed. The policy
will be administered by the Technical Systems Coordinator.
POLICY
L In-house and off-site copying volume guidelines.
Generally,it is more cost effective to send copying services to the City's off-site copying services contractor. Therefore,
copying of documents requiring 10 or more copies of a single sheet and not needing the copies for 6 to 24 hours,should
be sent out. Labor,equipment,and maintenance factors make this more economical and efficient; For immediate copying
needs,the city will provide for at least three operational levels of walk-up copiers for use within individual departments
and divisions General guidelines are provided below.
A. OFF-SITE COPYING: Any volume greater than 10 copies This includes small numbers of copies of large
documents ie.2 copies of a 15 page document
B. IN-HOUSE COPYING: AM'vohone over 10 copies should ONLybe done i i-house when 6meriness or conjUmddlq
pmeu the doctmtew from being sent out Taking that into consideration,the three levels of in-house copiers should be
used as follows:
Large Copiers 50Copies or ander.
Medium Copiers 30 copies or under.
Small Copiers 10 copies or under..
13. Acquisition of Copy Machines.
A. Funding for all copy machine acquisitions will come from either the Equipment Replacement Fund, Capital
Improvement Plan,or the Organizational Support Services Operating Program.budget,consistent with Financial
Plan Policies.
B. During the analysis of copy machine needs and bid evaluations, cost will only be one factor among many to be
considered.
C The choice of lease, rent, lease/purchase or purchase will be used for each copy machine acquisition as best
benefits the City in each situation.
D. The Technical Systems Coordinator will establish and administer a replacement cycle policy for all copy machines.
As a part of that replacement policy,funds for copy machines to be purchased will be included in the Equipment
Replacement Fund program where applicable.
1
M. Standard Specifications for C.4,;j Machines.
There are 4 levels of copy machines which Will be considered for use by the City. At the time that need of a new machine
is established, an analysis of the specific users' requirements will be done to determine which category is appropriate.
The levels are:
A. VERY HIGH SPEED/VOLUME: Target use: centralized copy services for Citywide copying. Target volume per
month:50,000 copies and up..
B. HIGH SPEED/VOLUME Target use: central copy site for large number of users; multiple divisions and
departments; high volume and quick turnaround time needs. Target Cary volume per month: 25,000 to 50,000 copies.
Industry rating: 50,000 copies/month.
C. MEDIUM VOLUME Target use: divisional or isolated site main copier. Target City volume per month: 10,000
to 25,000 copies Industry rating:30,000 copies/month
D. LOW VOLUME Target use: secondary copier in department or site with high demand for mom than one copier,
or need for very simple single sheet copying. Target City volume per month;0 to 10,000 copies Industry rating: 10AW
copies/month.
IV. Management and Operation of In-house Copiers.
A. Management- The Technical Systems Coordinator will manage the Citys on-site copy equipmenL This indudes
developing copier policies,receiving new copier inquests,coordinating the analysis and procurement of any and
all copiers, coordinating trouble calls, managing maintenance agreements, and coordinating key operators.
B. Maintenance: All copiers owned, leased, or rented by the City will be covered by a 3rd party maintenance
agreement, provided by a vendor certified to work on the specific machine's brand.
C. Operation; Each copy machine will have a'Key Operatoe or'Key Operators!, appointed by the Department
Head(s) of the department(s)/division(s)/site(s) who is/am the main user(s) of the equipment. The "
Operator(s)-will be thoroughly trained in the use and routine maintenance of the copy machine, and w.
responsible for.
a. Performing routine weekly maintenance and deaning
b. Serving as the users'main contact for problems encountered with the equipmeaL
e Calling the Maintenance vendor for service when problems are encountered.
d. Informing the Technical Systems Coordinator of seven or repetitive equipment problems.
e. Obtaining consumable supplies from the central storage area
D. Supplies: The City Administrative Officer will designate a department responsible for bulk ordering of
consumable supplies, such as paper and toner. ALL copy machine sites will use supplies ordered by this
department Each she Key Operator will be responsible for arranging delivery of supplies to their copier.
V. Management of Off-site copy contract:
The Technical.Systems Coordinator will be responsible for implementing and administering the off-site copy contract.
APPROVED:
Ci Aive O[fiter Date
I `
2
PRICING ANALYSIS - COPI. Attachment
COPIER PRICING HIGH SPEED CANON MINOLTA SAVIN MITA
AVERAGE 50,000 copies/month MP 6650 8600 7500 DC5585H
OMONTH-TO-MONTH
MONTHLY 973.94 905.00 953.44 831.03
3 YEAR AMOUNT 35,061.84 32,580.00 34,323.84 29,917.08
3 YEAR LEASE
MONTHLY 923.54 852.11 N/A 785.86
3 YEAR AMOUNT 33,247.59 306676.02 N/A 28,290.78
3 YEAR LEASE/PURCHASE
MONTHLY 958.37 852.11 852.73 810.00
3 YEAR AMOUNT 35,755.09 30,677.08 30,699.43 29,161.00
PURCHASE
MONTHLY 898.26 774.89 769.01 759.51
COST PLUS 3 YEAR MAINT 32,337.50 27,895.88 27,684:31 27,342.19
COST 12,537.00 13,495.88 10,800.31 11;682.19
COPIER.PRICING MEDIUM SPEED CANON MINOLTA SAVIN MITA
AVERAGE 30,000 copies/month NP 4835s 5400 7430 DC3285
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MONTH-To-MONTH
MONTHLY 630.69 594.06 831.25 509.65
3 YEAR AMOUNT 22,704.84 21,386.16 29,925.00 18,347.40
3 YEAR LEASE
MONTHLY 555.71 541:37 N/A 482.17
3 YEAR AMOUNT 20,005.56 19,489.41 N/A 17;358.15
3 YEAR LEASE/PURCHASE
MONTHLY 576.75 541.37 602.14 480.72
3 YEAR AMOUNT 22,016.87 19,490.47 21,678.16 17;307.13
PURCHASE
MONTHLY 540.43 489.89 533.82 465.56
COST PLUS 3 YEAR MA1NT 19,455.63 17,636.19 19,217.44 .16,760.19
COST 7,575.63 8,996.19 8,813.44 7,364.19
COPIER PRICING LOW VOLUME CANON MINOLTA SAVIN MITA
AVERAGE 10,000 copies/month NP 1520 4230 7150 DC1656
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MONTH-TO-MONTH
MONTHLY 278.94 256.44 275.31 176.87
3 YEAR AMOUNT 10,041.84 9,231.84 9,911.16 6,367.32
3 YEAR LEASE
MONTHLY 193.38 263.74 N/A 166.62
3 YEAR AMOUNT 6,961.77 9,494.46 N/A 5,998.20
3 YEAR LEASE/PURCHASE
MONTHLY 201.16 263.74 216.76 172.09
3 YEAR AMOUNT 7,241.63 9,495.52 7,604.39 6,196.48
PURCHASE
MONTHLY 187.74 232.35 189.54 160.64
COST PLUS•3 YEAR NAINT 6,758.63 8,364.63 6,823.56 5,782.94
COST 2,798.63 5,484.63 3,511.56 2,650.94
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PRICING ANALYSIS - COPIERS
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TOTAL PURCHASE PRICE - 3 YEAR COST
NUMBER CANON MINOLTA SAYIN MITA
COPIER PRICING HIGH SPEED 1 32,337.50 27,895.88 27,684.31 27,362.19
K
COPIER PRICING MEDIUM SPEED 4 77,822.52 70,544.76 76,869.76 . 67,040.76
COPIER PRICING LOW VOLUME 1 6,758.63 8,364.63 6,823.56 5,782.94
TOTAL 6 116,918.65 106,805.27 111,377.63 100,165.89
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ACQUISITION COST (INCLUDES SALES TAX)
NUMBER CANON MINOLTA SAY1N MITA
COPIER PRICING NIGH SPEED 1 12,537.00 13,495.88 16,800.31 11,682.19
COPIER PRICING MEDIUM SPEED 4 30,302.52 35,984.76 35,253.76 29,456.76
COPIER PRICING LOW VOLUME 1 2,798.63 3,484.63 3,511.56 2,650.94
TOTAL 6 45,638.15 54,965.27 49,565.63 43,789.89