HomeMy Public PortalAboutAB 19-151 Finance Copier and Printer LeaseMcCALL CITY COUNCIL 216 East Park Street
AGENDA BILL McCall, Idaho 83638
Number AB 19-151
Meeting Date July 11, 2019
AGENDA ITEM INFORMATION
SUBJECT:
Request to Approve the Xerox Copier Lease and Maintenance Agreement for a New Copier Machine and a Laser Printer for Finance Department
Department Approvals
Initials
Originator
or
Supporter
Mayor / Council
City Manager
/
Clerk
Treasurer
/
Originator
Community Development
Police Department
Public Works
Golf Course
COST IMPACT:
$2,043 per year Lease
$0.0340 per copy Laser Printer
$0.0050 per copy Black and $0.050 per copy Color
Parks and Recreation
FUNDING SOURCE:
General Fund
Airport
Library
TIMELINE:
ASAP
Information Systems
Grant Coordinator
SUMMARY STATEMENT:
The current 5-year lease of a Ricoh PC4503 copier for Finance and all Annex staff expires July 8, 2019. The Finance Department has chosen to replace the current copier with a Xerox Altalink
C8045 Multifunctional Copier/Printer/Scanner that is compatible with the City’s current communications platform and provides the essential functionality necessary to support operations.
The Department desire to enter into a 5-year lease and maintenance agreement with Xerox and Boise Office Equipment.
Also, included on the sales order agreement is a 5-year lease for a 3330DNI Phaser MICR 3330 black and white laser printer to be used specifically to print payroll and accounts payable
checks on blank check stock. The printer has the capability to print the MICR line (bank account and routing number information), as well as, electronic signatures on all council approved
warrants/checks eliminating the need to hand sign each check individually. Also, using blank check stock as opposed to pre-printed check stock will reduce fraud risk associated with
pre-printed check stock and will increase efficiency by eliminating the time-consuming steps needed when using pre-printed checks. Using blank check stock is a less expensive and more
flexible option. It allows us to print our logo on our checks, it removes the costs associated having to void and re-print an entire check run, you can use the check stock for multiple
checking accounts, and it is quick to re-order with little or no lead time required.
The attached sales order and maintenance agreements are consistent and similar with other copier lease and maintenance agreements are in place for copier equipment in use throughout
the City. The agreement has been reviewed by legal counsel.
RECOMMENDED ACTION:
Approve the Xerox Copier and a Laser Printer lease and maintenance agreement for the Finance Department and authorize the mayor to sign all documents.
RECORD OF COUNCIL ACTION
MEETING DATE
ACTION