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HomeMy WebLinkAboutAgenda Statement 1977/04/05 Item 07~~ r, j. ITEM TITLE CITY OF CHULA VISTA COUNCIL AGENDA STATEMENT ITEM NO 7 FOR MEETING OF:4/ 5/ 77 Resolution - Approving Agreement with IBM Corporation for Copier Equipment and Services . _,, SUBMITTED BY~City Manager ~~~ ITEM EXPLANATION In anticipation of the renovation of the old Library/Post Office complex into a Municipal Operations Building (MOB), a study of duplication requirements was conducted late last year. The object was to determine whether currently held dry copiers and/or the "Total Copy System" offset equipment would fulfill future needs. A copy of the staff report is attached. The majority of its recommendations remain valid though selected items will be reconsidered in the future (e.g., whether a low or medium speed copier will be placed in the Civic Center after the MOB opens). At this point in time, it is recommended that the Civic Center Xerox 7000 copier be replaced by an IBM Copier III commencing July 1, 1977. The order and agreement is being forwarded for approval now as a twelve (12) week advance notice is required due to the demand for the latter company's equipment. The City will receive a more favorable pricing plan by signing a fiscal year contract. Subsequent to the renovation, two outlying copiers in the Personnel and Park & Recreation Departments will be eliminated. The IBM Copier III will be moved to the MOB and a lower capacity Xerox copier will be placed in the Civic Center. FINANCIAL STATEMENT: No special appropriation is required as funds for dry copy services are included in Account 5212, Printing and Binding. This line item will be considered in each department's h~~rlnct rli~rinn the i~nrnmina review sessions for the 1977-78 fiscal year. The_City is bound EXHIBITS ATTACHED continue on upp emen a age ~ Agreement X Resolution X Ordinance Plat Other X Environmental Document; Attached Submitted on STAFF RECOMMENDATION: Adopt resolution approving agreement BOARD/ COMMISSION RECOMMENDATION: COUNCIL ACTION Continued to April 12, 1977. Form A-113 (Rev.5-75 Item No. 7 Supplemental Page 2 to a minimum charge of $962 per month but actual charges should exceed that by approximately $348, totaling $1,310 per month. Total annual charge is projected at $15,720. Current billings by Xerox indicate that annual usage for the Civic Center is running at about $16,600. • _~"J , January. 3, 1977 T0: Al'1 Department Heads FROM: Lane F. Cole, City Manager Lr -' ;~ SUBJECT: Copy and Duplicating Needs ~" - Attached is a study which analyzes the reproduction machine needs of the City. It primarily addresses current practices and future requirements subsequent to the Civic Center remodeling. Please keep•in mind that this report only concerns itself with copies from originals, not, the printing of-forms and special publications. The Total Copy System was purchased primarily to resolve problems in the latter area. I would appreciate your comments on the study's conclusions and recommendations. Though the remodeling is not schedu1ed~for completion prior to early 1978, several of the recommendations could be implemented prior to that. time.-(e.g., replacing Xerox 7000 with IBM Copier III). -- LFC:LJW:mab - Attachment Decf~mber 20, 1976 T0: L. J. t~littenberg, Assistant to the Ci y Manager ~. FROM: Tim Gagin, Administrative Intern SUDJECT: Copy Machine Study PURPOSE Renovation of the "old library. and post office" complex for for City operations has prompted a reconsideration of repro b1i11 current copiers adequately service Civic Center needs; purchase of the "Total Copy System", exceed current or near ~lith these questions in mind, a study has been conducted to copying system for the City. [iP,CKGR0UN0 use as office space suction equipment. or, with the recent future require:vents? determine the "best" A major factor in determining the types and numbers of copy machines to lease was determined by the physical placement of departments. The departments will be located as follows: Old Library/Post Office Building and Housing Department Community Development Department Fire tytarshal Finance Department Planning Department Public t~lorks/Engineering Purchasing & Print Shop City_Hall Administration City Attorney City Clerk Council Offices Credit Union (maybe) Fire Administration Parks & Recreation Administration Personnel Department Therefore, the study is concerned with (1) placement of machines for maximum utilization and access; (2) the types of machines that best suit the City's copying needs; and (3) keeping costs at the minimum ~,~ithout sacrificing quality. Today, in any market it is hard to rfistinguish which brand is better than the next; the copier market is no different. All dry copy machines offer good copy quality. blhat users look for today when leasing machines is (1) reliability of the machine; (2) the vendor's ability to provide top notch repair service; and (3) special features that meet user needs. Several copy machines were compared against the following criteria: 1. Cost - The cost of operating the rhachine eras considered, including labor and material. 2. Availability of supplies - t~Jould supplies to operate the machine be readily available and easy to acquire? -2- 3. Proven reliability -Machine histories were researci~ed to determine past operating abilities. 4. Service after installation - Would prompt efficient service be available if the machine malfunctioned? 5. Special features - Does the machine have features attractive to the City's needs The machines evaluated were: 1. IBM - Models Copier II and Copier III. 2. SCM - Model 312R. 3. Savin - Model 750. 4. Cannon - P4odel HP-L7. 5. Xerox - Models 3100, 4000 and 7000. After evaluating the machines, only two brands, Xerox and IBM, were found to fully meet all the established criteria listed above. uJet process copiers are not considered in this report because of the many negative features of the machines. 1. There is not a wet copier on the market that can handle the City's volurne. 2. The cost of supplies is higher than the supply cost of dry copiers. 3. Copies become brittle and fade with age. 4. It is difficult to write on the copies. RECOMMENDATIONS 1. Upon renovation completion, the City should lease on a yearly plan two dry copy machines as follows: a. IBM Copier III - 41ith reduction capability. and a twenty bin sorter. b. Xerox 3100 LDC - With oversized document feed capability. 2. Contingent on the above, the following machines should be returned to their respective vendors: a. Xerox 7000 - Located in the City Hall mai lroom. b. Xerox 660 - Located in the Personnel. .Department. c. 3^1 QVC - Located in the Park & Recreation facility at Rohr Park. 3. -The Print Shop should be responsible fur all printing jobs that are in run lengths of ten or more copies per original.. This procedure will allow the "Total Copy System" and the dry copiers to be utilized in a more efficient manner. - 3 - 4. An additional employee (Clerk II) should be added to the Print Shop staff and assigned all mail room and relevant reproduction responsibilities. PRINT SHOP OPERATION Even with the total copy system convenience, copiers will still play a major role in the copying function. The dry copiers in operation will be used as convenience copiers only (convenience meaning nine copies or less per original). The Print Shop equipment then will be used to print jobs requiring ten copies or more per original. The recent study conducted on the Xerox 7000 in the mail room concluded that eighty-nine percent of the City's copying is of the convenience type. Therefore, it should be noted that the need for convenience copiers.is still apparent. The Print Shop, as stated earlier, has recently The machine is to be used for high volume copyi. volume would not be cost effective. Therefore, defining what should be sent to the Print Shop. the procedure, the Print Shop's production vrill eleven thousand copies per month). installed the "Total Copy System". ~g only. Any copying of a lower a guideline has been developed It is expected that by following significantly increase (approximately The Xerox study determined the cost effective point to be at ten copies per original. NE!~I EP'IPLOYEE FOR THE PRIf~JT SFIOP Once the Print Shop is located within the Civic Center Complex, the shop facility will become more attractive for departmental use, provided the shop has a reasonable system for getting the job done in an acceptable time period. The Print Shop manager, Carey Driscoll, has stated that additional help will be needed in order to supply the City with a good copying service and turn-around time. It has been determined that with additional help, material can be picked up, copied, and returned to departments within a four-hour period. Of course, there will be rare times when large print jobs such as manuals, handbooks, etc., will tie up the press, but these jobs will be rare and not worth considering here. The additional employee recommended in this report will have the following duties to perform: 1. Pick up and deliver copy material, thus relieving the Storekeeper of these responsibilities. 2. Assist with running the press as necessary. 3. Provide backup to the storeroom as time allows. 4. Process the mail and operate the postage meter. initial analysis indicates the new employee should be of the Clerk II classification. It is recommended that a follow-up study be conducted by the Purchasing and Personnel Departments to verify these finding. -4- r=rnGQr_r=NrrF~ If an emergency should arise and a department requires material copied immediately, a departmental representative would simply walk the material over to the Print Shop. Although this procedure would not be cost effective, it is hoped that such genuine- emergencies would be rare occasions and not result in any major expense. GENERAL .DISCUSSION RESULTS OF XEROX MACHINE SURVEY A survey was conducted by the Xerox Corporation from September 27 through October 1, 1976 upon City request, on the use of the Xerox 7000 Copier. The information I was concerned with acquiring was: 1. Number of copies made on the machine per month - The study showed that the machine is producing an average 48,000 copies per month. 2. Copy to original ratio - The report shows that 89% of those 48,000 copies are in run length of 10 copies or less per original. This information implies that only eleven percent of the current copying done is an actual candidate for the Print Shop on a cost effective evaluation. 3. To what extent the reduction mode is used - It was found that the reduction mode is used 33% of the machine tune. Of this 33%, the Planning and Engineering Departments use it 27% of the time. 4. Number of jobs and copies per department were also a major consideration. The following chart gives a breakdown of machine usage by departments. Total Percent of No. of Percent of Deft./Location Copies/mo. Total_Copies Jobs/mo. Total Jobs Public Works 10,124 23% 333 17% Planning 13,386 36% 417 22°<~ City Clerk 5,934 12% 1p4 10% Fire Department 4,102 9% 110 6% Administration 3,167 7% 13 .7% Board & Commissions 8,297 17% 183 9~ Finance 903 2% 98 5% City Council 724 1.5% ~ 56 3% City Attorney 1,621 3% 137 7% Library 505 1% 72 3.7% Data Systems 195 .4% 15 .8% Purchasing 80 .2% ~ 3 T2% Totals 48,373 100% 1,944 100% 5. To what extent the collator is used on the Xerox 7000 - It 4vas found that 68% of the material copied was considered as sortable material. -5- CONVEPdIENCE COPY MACHINES The dry copy machine, as stated earlier, will still play a major role in the copy process. If properly utilized, the machine's convenience and special features will definitely be worth the cost. GUIDELINES FOR MACHINE USE The copy machine, to be cost effective, should be used for the following only: 1. Any copy job that has nine copies or less per original, unless the sophistication of the "Total Copy System" is required for printing a manual, handbook or something of that nature. 2. Emergencies such as printing press failure, or the Print Shop's inability to perform the task within a reasonable amount of time. If the copying job cannot meet either of the two criteria, then it is candidate for the Print Shop. MACHINES RECOMME~JDED FOR LEAS 1. IBM Copier III - This machine is recommended for special features that are somewhat unique and very favorable to the type of copying done in Chula Vista. These are: a. Reduction Capability - This machine offers a choice of formats for either a 26% or 35% reduction of the original. These reduction formats correspond to reduction modes "two" and "thr°ee" on the Xerox 7000. The Xerox study showed modes "two" and "three" to be the most extensively used. b. Automatic Duplexing - A unique feature in that duplexing (two-sided copying) is accomplished without the operator ever having to touch the paper. This feature will save on cost by using less paper, filing less paper, and re- ducing mailing weight. c. Fast Cycling - Producing the first copy (4.5 seconds). Rated speed is 75 copies per minute, 4500 copies per hour. This is faster by 500 copies than the Xerox 7000. d. Automatic Document Feed - Significantly reduces the operator's need for handling the paper, which in turn reduces the machine set-up time. The process eliminates the need to continually lift the cover and place documents on the glass as required on the Xerox 7000. e. Quantity Selection - A feature that allows the user to select up to 999 copies by a push button system. After the user has completed the task, the quantity display automatically reverts to one (1). This feature guarantees good copy control. Other manufacturers do not offer this feature. f. Paper Drawers - Stocks both legal and letter size concurrently. Paper selection is determined by a push of a button. -6- g. Book Copying - Made simple by a flat document glass and sloped edges for borders making copying easy and copies clear. Xerox 7000 does not offer this feature. Their system has a curved glass, making book copying difficult and oftentimes the copies are distorted. h. Automatic Toner Sensor Device - Ensures the correct toner density on all copies and eliminates the need for the key operator to adjust the toner control, which is necessary on the Xerox 7000. i. Cartridge Toner System - A gravity fed, self-agitating system. This process prevents the toner from caking and thus eliminates the need for a k~ operator to periodically stir the toner, which is a necessity on the Xerox 7000. The IBM Copier III should be located in the old library/post of~Fice somewhere in proximity to the Engineering/Planning areas. I recommend this location because these two departments, according to the machine study, occupy the machine 50% of the time. In addition, the other departments that will be located in the old library/post office are frequent users of such a machine. If the need arises for departments in City Hall to use the collator or reduction modes, they can simply go to that area and use the machine. It must be empha- sized that this machine be placed in a location accessible to all user departments. 2. Xerox 3100 - This machine is recommended for its compact size and efficiency. It was determined that, in addition to the IBM Copier III in the old library/post office, an additional copier would be needed in City Hall. A copier of the simplest form is desired. Therefore, of all the copiers considered, this machine met the specifications. The Xerox 3100 offers the following features: a. Portable - Can- be easily moved by house staff from one location to another. b. Moderate Cycling - 20 impressions per minute, making it ideal for copy jobs requiring one or two copies per original. c. Storage. Cabinet - For stocking of supplies for use with the machine. d. Precut Paper - Regular bond; the IBP~ Copier II uses roll paper. The Xerox 3100 should be placed in the mail room where the Xerox 7000 is now located. COST Rental Cost Currently, all of the copy machine companies offer governmental agencies lease plans based on a fiscal year agreement. Of the various rental plans offered, the fiscal year plan offers the greatest savings. For a comparative analysis of rental cost, see Attachment I. The costs were based on a volume of 30,000 copies per month. This figure has been determined in the survey by totaling the copy volume of the departments being relocated in the old library/post office. - 7 - "Maintenance Cost Total maintenance is included in the rental charge for services required during normal working hours. For charges for service other than normal hours, see Attachment II. Total maintenance includes the following: 1. IBM - Same on Copier III and Copier II. a. Service calls between the hours of 8 a.m. and 5 p.m. Monday through Friday, exclusive of holidays observed by IBM. b. Cleaning and servicing the machine monthly. c. Replacing the Photoconductor surface. 2. Xerox - Both the Xerox 7000 and the Xerox 3100 provide the same maintenance. a. Service calls between the hours of 8 a.m. and 5 p.m. Monday through Friday, exclusive of holidays observed by Xerox. , b. Periodic cleaning and servicing the machine. c. Replacing the Cellenium drum at no charge. Supply Cost The cost of supplies to operate the machines is an important factor in the overall cost of operating the machines. See Attachment III fora comparative analysis of the supply costs. Tnrai rnrr Current Copy System/Yearly $21,067.81 Proposed Copy System/Yearly $19,114.08 SPECIFICATIONS For specifications relating to the recommended machines, see Attachment IV. SUMMARY In conclusion, given the costs and the benefits of the recommended machines, the IBM Copier III and the Xerox 3100 are the t~~ro machines on the market today best suited to the needs of the City of Chula Vista. TG:mab Attachments ATTACHMENT I RENTAL_COST Cost is based on a rnonthly usage of 30,000 copies for the IBM Copier III and the Xerox 7000, and 10,000 copies for the Xerox 3100 and IBM Copier II. The usage amounts mere determined in the Xerox study. IBM COPIER III a. Up to 20,000 copies $843.90 b. 10,000 copies @ .115 116.00 c. 20 bin collator 109.00 d. Special features N. C. e. Supply cost @ 49~/copy_ 147.00 Total Monthly Cost: $ 1,215.90 Total Yearly Cost: $14,590.80 XEROX 7000 a: Up to 24,350 copies $730.00 b. 5,550 copies @ .022 122.10 c. 20 bin collator 122.50 d. Special features 7.50 e. Supply cost @.53¢/copy 176.40 Total Monthly Cost: $ 1,158.50 Total Yearly Cost: $13,902.00 XEROX 3100 a. Up to 3,380 copies p145.00 b. 3,380 to 6,500 copies @ .033 102.96 c. 6,501 to 10,000 copies @ .Oi9 66.48 d. Special features 7.50 e. Supply cost @.55¢/copy 55.00 Total Monthly Cost: $ 376.94 Total Yearly Cost: $4,523.28 IBP•1 COPIER II a. Up to 7,000 copies $265.00 b. 7,000 to 10,000 copies @ .0225 67.48 c. Not Applicable d. Special features N. C. e. Supply cost @ 1.56¢/copy 156.00 Total Monthly Cost $ 488.48 Total Yearly Cost: $5,781.76 ATT ,CFiMENT IA COMPP,RATIVE COST ANALYSIS 1. At 10,000 copies per month vrnnv n~.~.. a. Up to 3,380 copies $145.00 a. Up to 6 985 copies/monthly $255. b. 3,381 to 6,500 copies @ .033 102.96 b. 6,986 to 10,000 monthly @ .024 72. c. 6,501 to 10,000 copies O .019 66.48 c. Special features 7, d. Special features 7.50 d. supply cost @ .55~/copy 85. e. Supply cost @ .55~/copy _____ 55.00 Total Monthly Cost: $ 417. Total Monthly .Cost: $ 376.94 Total Yearly Cost: $5,008. Total Yearly Cost: $4,523.28 DIFFERENCE _ $484..80/yearly 2.__At 15,000 copies per month XEROX 3100 XEROX 4000 a. Up to 3,380 copies X145.00 a. Up to 6,935 copies/monthly $255. b. 3,381 to 6,500 copies @ .033 102.96 b. 6,986 to 12,000 conies @ .024 120. c. 6,501 to 15,000 @ .019 161.48 c. 12,001 to 15,000 copies 0 .0?_0 59. d. Special features 7.50 d. Specia l features - 7, e. Supply cost @ .55~/copy 82.50 e. Supply cost a .55~/copy 32, Total Monthly Cost: $ 499.44 Total '~~onthly Cost: $ 5?_5.3 Total Yearly Cost: $5,993.28 Total Yearly Cost: $6,303.; DIFFERENCE _ $310 .56/ye arly ATTACHMENT II MAINTENANCE COST The monthly rental charge covers maintenance and repair during normal working hours. There are charges that can be incurred, such as (1) repair for operator negligence and (2) after hours service. IBM XEROX After hours/per hour $45.00/hr. $40.00/hr. (min. 1 hr.} Portion of hour 4.50 1/l0 hr. Pro-rated @ .67/min. Travel Expense .15/mile .20/mile Operator negligence 34.50/hr. Parts if needed Drum Replacement Not Applicable No Charge ATTACHMENT III SUPPLY COST Supply costs are based on the best price available IBP~ COPIER III Paper $1.82 per ream Developer No charge Toner $92.00 per carton Fuser Oil Not needed XEROX 3100 Paper $1.82 per ream Developer $24.00 per box Toner $28.00 per carton Fuser Oil Not needed in optimal shipping quantities. XEROX 7000 $1.82 per ream $92.00 per box $80.00 per carton $8.70 per carton IBP~ COPIER II $2.30 per ream No charge $65.00 per carton No charge .. ATTACHMENT IU SPECIFICATIONS Electrical requirements and machine dimensions for the two recom~rrended machines. IBM Cod er III 1. Operates on 230 volt, 60 Hertz, grounded 30 amp or 115 volt/30 amp dedicated line. 2. When a collator module is attached to a 115 volt/30 amp machine, the collator requires a separate plug with 115 volt/15 amps. 3. AC Current 120/240 volt or 120/208 volt 30 amp, 60 Hertz. 4. Receptacle: Huekkell 9430 or equivalent N.E.P+1.A. 14-30R. 5. Dimensions: 46 1/2" high x 46 1/4" wide x 27" deep. Xerox 3100 1. Operates on 107 to 125 volts, 60 Hertz, single phase, 15 amps. 2. AC Current 120/240 volt. 3. Receptacle: Standard three-prong (grounded). 4. Dimensions: 38" high x 32 1/4" wide x 28 1/4" deep (on stand).