9.e) Copier Lease Agreement- Loffler Business Systems �
Meeting Date: 03/16/2010
Agenda Item: � � ,
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City Council Agenda Report
City of Scandia
14727 209�' St. North
Scandia, MN 55073 (651)433-2274
Action Requested: Approve a five-year lease agreement with Loffler Business Systems
for use of the office copier equipment.
Deadline/Timeline: Loffler has extended their pricing offer until March 23, 2010.
Background: • In 2006, New Scandia Township entered into a five-year lease
agreement with Loffler Business Systems for use of a Konica
Minolta C250 copier. The lease covers a predetermined number of
copies per quarter and all service calls, maintenance, and toner
supplies.
• Due to the age of the copier and availability of parts, Loffler
would like to replace the C250 copier with an updated model
having newer technology. This update would require that the City
enter into another five-year lease agreement.
• Loffler has offered to buy out the current lease which ends in
November 2011 and begin a new lease at a rate of$323.00 per
month. This is a lower monthly cost than currently paid, which
averages $396.98.
• A quote was received from Metro Sales for a comparable copier
machine and lease with similar terms. Metro Sales offered a five-
year lease agreement of$328.00 per month.
• Loffler has supplied the office's copier needs very satisfactorily
for many years. Staff finds good reason to continue with their
service.
Recommendation: Council should authorize a new five-year lease agreement with Loffler
Business Systems for the replacement of the office copier with an
updated model, subject to review of the lease agreement by the City
Attorney.
Attachments/ • Loffler Companies lease proposal
Materials provided: . Metro Sales lease proposal
Contact(s): Tait Thomsen, Loffler Account Manager
Phone: (952) 925-6867
Prepared by: Brenda Eklund, Deputy Clerk
(loffler copier lease agreement)
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02/15/2010
City of Scandia
Current Situation
Konica Minolta C250: $170.00/Month
- Lease ends in November of 2011
Maintenance agreement:
- 9,000 b/w images a quarter $65.50/Month
o Overages: Average 4,985 a month
■ Cost per page of.021835 $108.85/Month
Color: Pay as you: $52.63/Month
- Average 452 color images a month
o Cost per page of.1 l 6444
Total Monthly Costs: $396.98/ Month
Loffler Companies
Recommend Solution for replacement of Konica C250:
Proposed System: Konica Minolta Bizhub C280
Equipment: 100 Page Automatic Document Feeder
Staple Finisher
Paper Cabinet
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• 28 pages per minute(B&W)
■ 28 pages per minute(Color)
■ Std. Copy/PrindScan
■ 100 Page Document Feeder
■ 1,200 sheet paper capacity-(2)SSO sheet universal drawers plus by pass tray
■ Automatic Duplexing
■ Std.Access Codes for B&W and/or Color
■ Multi-tasking Capabilities
• 8 bit co[or
■ Multi Position Staple Unit
• USB Thumb drive connection
■ True Adobe PS 3 Printer Drivers
■ 2.SGb RAM, making the device fast and reliable
■ Adjustable user interface
■ 80 GB Hard Drive
• Energy Star Compliant
■ Maximum 255 gsm paper- 1401bs
■ 8 inch color LCD user screen
New 60 Month Lease Agreement: $323.00/Month
- Indudes 7,000 b/w and 400 cotor images a month
o Can be billed quarterly for 21,000 b/w and 1,200 color images
- Includes the satisfaction of your current lease agreement
Maintenance & Supplies- See below for included Maintenance costs:
Atl B8W overages are billed at $0.009 per impression. All Color images are billed at $0.069 per
impression. Indudes labor, toner and supplies. Excludes paper and staples.
• Guaranteed Response Time is 3 Hours
• Average Response Time is 2.1 Hours
• Equipment covered by Loffler's Total Satisfaction Guarantee
• Print Fleet- Automatic toner delivery and meter read
Pricing is valid until March 12th 2410
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Current Situation
Konica Minolta C250: $170.00/Month
- Lease ends in November of 2011
Maintenance agreement:
- 9,000 b/w images a quarter $65.50/Month
o Overages: Average 4,985 a month
■ Cost per page of.021835 $108.85/Month
Color: Pay as you: $52.63/Month
- Average 452 color images a month
o Cost per page of.116444
Total Monthly Costs: $396.98/ Month
Investment with Loffler Companies
Konica Minolta C280
Includes 7,000 b/w and 400 color images a month
-Includes the satisfaction of your current leases and ship back of machines
Total Monthly Costs: $323.00/Month
Instant Advantages:
1) Save money
2) Get a faster machine
3) More reliable staple unit- less jamming
4) Ability to have network printing and scanning
5) Easy to use color user face
6) Run heavier card stock
7) More memory
8) Better color c�uality
9) Lower cost per page overages
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FEBRUARY10, 2010
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PROPOSED SOLUTION: RICOH AFICIO MPC28OO
• 2g PER MINUTE IN BLACK AND WHITE AND FULL C� L R
• COPY/PR1NT/SCAN
• DOCUMENT FEEDER
• 1,200 SHEET PAPER CAPACITY(2 DRAWERS X SSO& 100 SHEET BYPASS)
• AUTOMATIC DUPLEXING
• ACCESS CODES
• MULTI POSITION STAPLE UNIT
• 2.5 GB RAM
• gO GB HARD DRIVE
• COLOR TOUCH SCREEN DISPLAY
• I1C:I.l!DES I)['I,1�'I�:R�r', INSTAI.:I,AT101, Nr:r�voHh Sr:'I'UI', ANI) :1I,1,�1'K,11\ItiC;
NO DOWN PAYMENT/NO SECURITY DEPOSIT/NO ADVANCE PAYMENTS
60 MONTH LEASE $32g.00/MONTH
INCLUDES 7,000 B/W AND 4OO COLOR IMAGES A MONTH
INCLUDES THE SATISFACTION OF YOUR CURRENT LEASE AND SHIP BACK OF
MACHINE
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• METRO SALES FULL SERVICE AND SUPPLY AGREEMENT INCLUDES ALL SERVICE,PREVENTIVE
MAINTENANCE CALLS,PARTS,LABOR,TONER AND SUPPLiES. EXCLUDES PAPER AND STAPLES
• O-3 HUUR SER�'ICE RESPONSE TIME GUARANTEE
• ALL BLACK AND WHIT�OVERAGES WOULD BE BTLLED AT 0.009
• AI.:I:COI..OR OVERAGES WOULD BE BILLED AT 0.069
• SCANS ARE UNLIMITED AND DON'T COUNT!
• NO:1DllEll'C:A;YES ON SERVICE/SUI'PL1'PROGR.AM19,NO SH[PPI�C C:tiAR(:EuS,'�t1 H;�NDLtM1`t;
CFTARGFS,Nn FIiEi.,SIJRCTIAR(.-.F.ti
Presented by Travis Mellor
Phone:(612)798-1241
Fax:(612)861-2395
EmaiL•hnellora,metrosales.com
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