HomeMy WebLinkAboutResolution No. 2011-42At (liy elf
KE Al. ALASKA
Suggested by: Administration
CITY OF KENAI
RESOLUTION NO. 2011 -42
A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, AUTHORIZING
A BUDGET TRANSFER WITHIN THE GENERAL FUND, NON - DEPARTMENTAL FOR
THE PURCHASE OF A NEW MULTI - FUNCTION COPIER FOR CITY HALL.
WHEREAS, the City's FY11 insurance expenditures are
budgeted; and,
21,500 less than previously
WHEREAS, 57,500 of this savings was redirected via Resolution 2011 -36 leaving
$14,000 available for redirection to other needs; and,
WHEREAS, there is a growing need for color scanning capabilities for City staff that
the current flat bed scanner has been unable to meet ; and,
WHEREAS, the demand for printing of color documents has increased resulting in City
Hall Departments spending nearly 54,000 annually for printer toner; and,
WHEREAS, purchase of a new copier with color capabilities will produce and
estimated savings of $9,1.00 over a five year period.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI,
ALASKA, the following budget transfers be made:
From:
General Fund - Non - Departmental
Insurance
To:
General Fund - Non - Departmental
Machinery & Equipment
1 1, 500
$11,500
PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this first day of June,
1
l
2011. 2
ATTEST:
Carol L. Freas, " ity Cler
Approved by Finance: 4
40ite
PAT PORTER, MAYOR
tiu cily a
KENAI, ALASKA
v/
"Village with a Past, Ci y with a Future"
FINANCE DEPARTMENT
210 Fidalgo Avenue, Kenai, Alaska 99611 -7794
Telephone: 907 - 283 -7535 ext 221 / FAX: 907 - 283 -3014
To: Rick Koch, City Manager
From: Terry Eubank, Finance Director
Date: May 17, 2011
Re: Resolutions 2011 -42 and 2011 -43 for the purchase of a multi- function copier.
The purpose of this memo is to recommend the replacement on the City Hall, upstairs copier with a new
multi - function copier with color capabilities. The replacement would also facilitate elimination of two
color laser printers currently in service. The upstairs copier at City Hall serves the Manager, Legal, Public
Works, Planning, and Finance Departments of the City. The copier was installed in January 2007 and lacks
the capability of color scanning and color printing.
The demand for color printing capabilities increases each year. Currently departments in City Hall spend
nearly $4,000 operating two separate color printers. Purchasing a multi- function copier with color
capabilities would significantly reduce the cost of color printing by City departments. Below is a five year
cost comparison between continued operating of the current copier and two color laser printers versus
operating a single multi- function color copier:
Current Copier and Laser Printers
Year 1 Year 2 Year 3 Year 4 Year 5 Total
Copier Purchase -0- -0- -0- -0- -0- -0-
Copier Maintenance (Based
on monthly charge of $238.58
and a maximum of 240,000 copies)* $2,863 $2,863 $2,863 $2,863 $2,863 $14,315
Laser Printer Purchase $3,000 -0- -0- -0- -0- $3,000
Color Printer Toner $4,000 $4,000 $4 000 $4 000 $4 000 $20,000
Total $9,863 $6,863 A,863 $6 863 6 a3 $31,315_
* Copies over maximum at $0.00975 per copy.
New Copier
Year t Year 2 Year 3 Year 4 Year 5 Total
Copier Purchase $11,439 0- 0- 0- 0- $11,439
Copier Maintenance:
Black Sr. White Copies (Based on
240,000 copies @ $0.0061 per copy) ** $1,464 $1,464 $1,464 $1,464 $1,464 57,320
Color Copies (Based on 42,000 copies
@ $0.0450 per copy) ** $1 890 $1.890 $1 890 $1.890 $1.890 59,450
Total $11,793 $3354 13,354 $3,354 53 354 $28
** Copies over maximum at same per copy rate.
Difference (54,930) 53,509 $3,509 53,509 53,509 59,106
In addition to the cost savings City staff will gain access to quality and timely color scanning capabilities
that currently do not exist. Scanning of color documents is currently accomplished via flat bed scanner.
The speed and ease of operating the flat bed scanner makes it's a seldom used resource by City staff. A
new multi- function copier would enhance color scanning capabilities for all City departments.
Purchasing of the new copier will be accomplished utilizing a Kenai Peninsula Borough contract and was
the result of a competitive request for proposal in which Konica Minolta Business Solutions received the
highest ranking. Pricing achieved by the Borough during this process yielded lower rates than that offered
through State of Alaska cooperative purchasing and Western States Contracting Alliance (WSCA).
Allowing for a 5% local preference authorized by KMC 7.15.045 did not alter the results of the Borough's
process. Attached is a copy of the May 3, 2011 Borough award letter.