HomeMy WebLinkAbout01/17/2017 4-year Proposal for the Lease and Maintenance of 9 multifunction copiers ��` p�1Nc55 d R f
Pillmy of 0ount rrosprc9
Item A. B.: Motion to accept 4-year proposal for the lease and maintenance of nine
(9) multi-function copiers in the amount of $227,930.
Department: Finance
-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Information:
The Village began the practice of leasing copiers in 2002 in lieu of making an outright purchase of the
equipment. The high cost of long-term copier maintenance along with advances in technology make it more
cost effective to lease the equipment while taking advantage of new copier functionality sooner.
Overall, staff has been very pleased with the leasing arrangement. Through the years, the Village has
negotiated leases for copiers from a number of local companies including I magetech, Chicago Office
Technology (COTG), and Nexus Office Systems, Inc. The Village has also settled on standardized equipment
that has resulted in better pricing and favorable terms for the copier maintenance.
Nine copiers are up for replacement within the Village Administration, Community Development, Human
Services, Police, and Fire departments. The Finance department began discussing the replacement of the
copiers with personnel from each department last year. The points of discussion included reliability, speed,
functionalities, types of print and copy jobs, print volume, space constraints, and if upgrades were needed.
The discussion determined that all departments need copy, print, fax, and scan functionalities and the
standardization of the equipment and service provider are a high priority. The Finance Department began to
negotiate another lease and maintenance agreement for new copiers.
There are two companies in the Chicagoland area that meet the needs of the village to lease and provide
service for Cannon Copiers. Marco Technologies and Gordon Flesch Company, Inc. Both companies have
excellent references and will provide good quality equipment and service to the department and division in
which the copiers are located. Since both companies are comparable, each company was given the
opportunity to provide their best pricing.
Pricing was obtained for a forty-eight (48) month lease and service agreement.The service maintenance
agreement covers all scheduled preventive maintenance work and includes all part, supplies, service, labor
and guaranteed service response time. Toner is included in the cost of maintenance. Spec sheets and pricing
information is attached.
Gordon Flesch Company returned the lowest overall cost for lease and maintenance of the nine (9) multi-
function copiers. Their quote of$227,930 reflected a savings of$26,530 from the quote provided by Marco
Village Board Meeting-January 17,2017 Page 276 of 299
ieuuwEvgies.
Alternatives:
1. Accept 4-year proposal for the lease and maintenance of nine multi-function copiers in the amount of
$227,930.
2. Village Board discretion
Budget Impact:
The four-year lease cost of the nine copiers is $93,360.The cost of maintenance on the copiers over the term
of the lease is $134,570. Funds are included in the operating budgets of the individual department.
Recommendation:
Staff recommends approval of the quote provided by Gordon Flesch Company I nc., for the lease and
maintenance of nine multi-function copiers in the amount of$227,930.
SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS:
GOVERNANCE: Financially sound, providing exceptional service.
ATTACHMENTS:
Description Type Upload File Name
Date
Copommendation Memo ier Cover 1/11/2017 Proposal_VB_2016_Memo.pdf
D GFC Proposal Backup 1/9/2017 GFC_Customer_Proposal_Village_of_Mount_Prospect-
Material Board.pdf
D Marco Proposal Backup 1/9/2017 2017_Upgrade_Proposal_Booklet Final Draft 12.12.16.pdf
Material — —
Village Board Meeting-January 17,2017 Page 277 of 299