A. REFERENCE AND BACKGROUND:

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1 City Council Agenda: 05/14/2018 2J. Consideration of approving purchases of a $11,982 new copier for city hall administration and $3,679 existing copier for the MCC office from Marco (WO) A. REFERENCE AND BACKGROUND: The current Konica copier is the last city copier on lease, which expires in June. The buyout for this copier is $3,679 and it will be moved to the MCC office to replace a Sharp copier, which is being moved to FiberNet s Prairie Center office. The city is retiring the current copier. The annual lease payment on the expiring lease is $9,579. These purchases further reduce the city s annual copier and printer costs, which at one point exceeded $60,000. Under the ownership model, the city s current annual cost is about $18,000. At $11,982, this copier is the most expensive replacement. The other copier replacements should cost less than $7,000. Marco is a vendor under the National Joint Powers Alliance contract. The Konica product is not a state contract listed item. However, Marco and Konica are part of another purchasing cooperative organized under MN subd.15(b). (b) If a municipality does not utilize the state's cooperative purchasing venture, a municipality may contract for the purchase of supplies, materials, or equipment without regard to the competitive bidding requirements of this section if the purchase is through a national municipal association's purchasing alliance or cooperative created by a joint powers agreement that purchases items from more than one source on the basis of competitive bids or competitive quotations. A1. Budget Impact: Significant. See the attached. The buyout of the leased copier is $3,679. The purchase of the new copier is $11,982. Maintenance costs on the purchased existing Konica will be less expensive than the Sharp at about $1,000 per year. The purchase will be made through the IT Services Fund. The IT Services fund is an internal services fund used to aggregate information technology expenditures. A2. Staff Workload Impact: Minimal. B. ALTERNATIVE ACTIONS: 1. Motion approving purchases of a $11,982 new copier for city hall administration and an $3,679 existing copier for the MCC office from Marco. 2. Motion to not approve. C. STAFF RECOMMENDATION: City staff recommends Alternative #1. D. SUPPORTING DATA: A. Marco Proposal B Agenda staff report 1

2 May 3 rd, 2018 Technology Recommendations for City of Monticello Wayne Oberg Prepared by: Ben Drewes bend@marconet.com

3 WHY MARCO? Our depth We are more than a copier company. Our copier/print solutions and support represent 50% of our company and unique in our industry is that our IT solutions and support team represents the other 50%. This is important today because in today s copier market they aren t just copiers any longer. Because of our depth of expertise on the IT space we can help resolve all of your support needs regardless of the underlying source. Over 500 certified systems engineers and technical representatives You have access to a depth of technical expertise to help you stay on top of the latest technologies. Our technical staff is certified at the highest levels for their area of expertise because your business deserves nothing less. Real-time service dispatching with GPS software We use real-time GPS technology to determine which resource is closest to your location. That means quicker on-site service and more efficient use of everyone s time. Quick response to your service requests Our full-time dispatchers and support desk representatives consistently maintain a 98% live call answer rate. Getting to your service requests timely is important, but being effective at resolving service requests is crucial. Our technicians are focused on First Call Effectiveness and perform preventative maintenance on every support call. Customer survey process to ensure we re doing things right We have consistently been sending out monthly surveys and measuring the results since 1994 to make sure we re doing everything we can to keep our customers happy. We re proud to say that 90% of customers surveyed say they would recommend Marco. Quality assurance program to keep us sharp We use Lean continuous improvement principles to keep us focused on working smarter. Because the more efficiently we operate on the inside, the better service we offer on the outside. Convenient online services Marco s online services make it easy to send a service request, order supplies and check your account history in real time. Industry-leading partnerships You benefit from the innovation and resources of our industry-leading partners. Together we are committed to helping you connect the right technology to achieve your business goals.

4 DEDICATED ACCOUNT TEAM Sales Support Managed Services Specialist Ben Drewes Technology Advisor Kevin Schwantz Managed Services Specialist Print Solutions Support Chris Graslewicz Technical Representative Kevin Loebrick Technical Representative Frank Haydon Technical Representative Voice Specialist Networking Specialist Administration Support Chris Kadoun Consulting Systems Engineer Mike Welling Consulting Systems Engineer Print Solutions Support Management Client Care Support Shawn Kantor Support Manager x3405 Wanda Schroeder Director of Client Care Services x1086 Kelly Behrend Leasing Coordinator Sara Nentl Contracts Coordinator

5 RECOMMENDED PRINT SOLUTION Konica Minolta C759 (replacing Konica C754e in Main Office) Specifications: 75 Pages per Minute (B/W) 75 Pages per Minute (Color) Single Pass Document Feeder Duplexing Fax Finisher/Stapler Saddle Stitcher Network Printing Scan to (B/W or Color) Scan to Folder (B/W or Color) Scan to USB (B/W or Color) Existing - Konica Minolta C754e (repurpose to Community Center) Existing Sharp MX-4101 (repurpose from Community Center to Fibernet) ***Fibernet Sharp MX-4101 gets returned due to high meter PURCHASE Marco s Purchase Program includes all equipment; please see service and supply pricing listed below. Purchase Program Purchase Konica Minolta C759 $11,982 - Service Supply Annual Savings $1,992 Purchase of Existing Konica C754e $3,679 Move and Install of Repurposed Konica C754e to Comm. Center $100 - Service Supply Annual Savings $1,044 Move and Install of Repurposed Sharp MX-4101 to Fibernet $350 Delivery, installation, initial supplies and initial training is included with above program(s). The above pricing does not include applicable sales tax. Prices quoted are subject to change and should be verified before placing your order. Accepted by: Date: By signing this proposal, you are authorizing Marco Technologies LLC to order, install and invoice the above listed equipment.

6 City Council Agenda: 06/27/2016 2H. Consideration to approve purchase of selected existing copiers on expiring leases and purchase one new black and white copier for City Hall (WO) A. REFERENCE AND BACKGROUND: The city leases 8 copiers and 6 printers from Marco at $5,078 monthly/$60,936 annually. On July 10, 2016, the 5-year lease on 6 copiers expires. Including service and supplies (maintenance), the monthly lease payments on the expiring copiers is $3,100 ($37,200, annually). The leases on the other two copiers expire in 2017 and Staff does not believe it is prudent to continue the leasing model or to replace all the copiers at once. All the copiers on expiring leases have a buyout option ranging from $2,250 to $3,750. Consequently, staff desires to replace one copier--the 85 page-per-minute (PPM) black and white copier in the supply room that has a $3,750 buyout option. The cost of the new 45 PPM black and white copier is $5,431. Besides lowering the city s annual copying costs, the city gets the latest options on new copiers as they replace the old copiers. Staff intends to swap the FiberNet copier with community center copier, which has run 600,000+ more copies. Both copiers are the exact model. The city will only pay maintenance fees on the FiberNet copier until its fate is determined. There is also a 31 PPM color copier at the headend building, which can be relocated as needed. Copier maintenance is charged at cents per black and white copy and cents per color copy. The city s printers and copiers produce about 600,000 black and white pages and 200,000 color pages every year. Marco is a vendor under the state contract. The Konica product is not a contract listed item. However, Marco and Konica are part of another purchasing cooperative organized under MN subd.15(b). Nonetheless, staff asked for quotes from two other vendors and none were received at the time of this staff report. A1. Budget Impact: Significant. See the attached. The buyout of four copiers is $9,750. The purchase of one B/W copier is $5,431. First year savings after purchase and buyouts is estimated above $12,000. A2. Staff Workload Impact: Minimal. B. ALTERNATIVE ACTIONS: 1. Motion to approve purchase of selected existing copiers and purchase one new black and white copier. 2. Motion to not approve. C. STAFF RECOMMENDATION: City staff recommends Alternative #1. D. SUPPORTING DATA: Schedule Comparing Current and Future Costs Marco Proposal 1