HomeMy WebLinkAbout10/02/2018 Lease and Maintenance of (18) multi-function copiersBoardDocs® Pro
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Page I of 2
5.2 Motion to accept a 42 month proposal for the lease and maintenance of eighteen (18) multi-
function copiers in an amount not to exceed $199,480.
Action (Consent)
Oct 02, 2018
Oct 02, 2018
Yes
W
Accept the 42 month proposal for the lease and maintenance of eighteen multi -function copiers
in the amount of $199,480.
Information
The Village began the practice of leasing copiers in 2002 in lieu of making an outright purchase of the equipment. The high
a,
cost of long-term copier maintenance along with advances in technology make it more cost effective to lease thC
equipment while taking advantage of new copier functionality sooner.
a,
Replacement Copiers - Nine copiers are up for replacement within the various departments of the Village. The Financk"
Department requested quotes from two authorized dealers of Canon copiers, Gordon Flesch Company and Marcif,
Technologies. The Village has settled on Canon as the standardized equipment for leased copiers based on overall
value, reliability and serviceability. Gordon Flesch provided the low quote for the nine replacement copiers. After trade-in
credit, the 42 month lease and maintenance cost submitted by Gordon Flesch, including maintenance, is $99,170. This
was $14,202 lower than the quote from Marco Technologies.
Existing Copiers - In addition to the nine replacement copiers, the Finance Department looked to renegotiate an existing
lease and maintenance agreement to place nine other leased copiers on the same replacement schedule. Having all leased
copiers on the same schedule will allow the Village to negotiate better pricing and streamline the copier replacement
process. Gordon Flesch provided pricing to extend the lease of the existing batch of copiers by thirteen months. The 42
month lease cost for the nine existing copiers, including maintenance, is $100,310. Extending the lease and servicing the
Canon equipment through Gordon Flesch will provide $12,,042 in savings over the existing lease.
The total 42 month lease and maintenance cost for the eighteen multi -function copiers is $199,480. This solution will
provide standardized equipment, reliable Canon copiers, quality service and a streamlined copier replacement process.
Funds are included in the operating budgets of the departments to continue the leases and pay the maintenance contract
fees.
Alternatives
1. Accept the 42 month proposal for the lease and maintenance of eighteen multi -function copiers in the amount of
$199,480.
2. Action at discretion of Village Board.
https://www.boarddocs.com/il/vomp/Board.nsf/Public 10/3/2018
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Page 2 of 2
Staff Recommendation
Staff recommends the Village Board accept the 42 month proposal for the lease and maintenance of eighteen multi-
function copiers in the amount of $199,480.
Proposal VB 201.8 Memo (002 f (4.01. KB) GF., - Village of Mt Rrospect.pdf (317 KB)
-it Prospect 8. 15.18 (002).pdf ('724 KB)
Marco - Village of Mou�r
Administrative Content
Executive Content
All items under Consent Agenda are considered routine by the Village Board and will be enacted by one motion. There will
be no separate discussion of those items unless a Board member or member from the audience so requests, in which the
item will be removed from the Consent Agenda and considered in its sequence on the agenda.
https://www.boarddocs.com/il/vomp/Board.nsf/Public 10/3/2018