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MAY 2 6 198 <br />TO: The Honorable Members of DATE: May 10, 1982 <br />the Board of County Commissioners <br />FILE: <br />THRU: David L. Greene SUBJECT: Request to Purchase New Copy <br />Assistant County Administrator Machine tor''Road and Bridge <br />Division <br />FROM: ''�`J REFERENCE <br />James W. Davis, P. <br />S' <br />Public Works Director <br />DESCRIPTION AND CONDITIONS <br />The Road and Bridge Division is in dire need of a new copy machine. <br />The one presently.in use by our Department as well as Fleet Manage- <br />ment is an antiquated 660 Xerox from Judge Stikelether's Office. <br />ALTERNATIVES AND ANALYSIS <br />. <br />The -Road and Bridge Division has found it necessary to copy plat <br />books and tax maps for field reference. In the -past, it has been <br />necessary to depend on the Engineering Department to supply us <br />with copies. This entails special trips to the Administration <br />Building which could be avoided. It has also been our experience <br />that when trying to copy documents, such as bills or invoices that <br />are smaller than letter size, they w.ull jam and if on colored paper, <br />will not copy. <br />Paper is wasted with jams on the 660 Xerox and the cost of repairs <br />exceeds $75.00 per hour. The cost of this new copier will increase <br />at least 20% on October 1, 1982. <br />The following alternatives are presented: <br />Alternative #1 <br />Purchase a new copy machine via State contract. This choice has <br />been cleared with the Purchasing Division and is as per County <br />Standard Operating Procedure. Cost is $3,328.00 plus install- <br />ation charge of $70.00. <br />x <br />To purchase the copier, a line transfer is necessary from the <br />Road and Bridge Division budget. Transfer from #102-214-541-66.42 <br />(Automotive Capital Outlay). Transfer $2298.00 to #102-214-541-66.41, <br />(Office Furn. & Equip.) this account has a balance of approx. $1100.00. <br />The unencumbered balance in 102-214-541-66.42 is $115,174.00. <br />We have excess funds in this account since less expensive <br />graders and endloaders were purchased in 1982. <br />Alternative #2 <br />4 <br />Do not purchase a copier and continue to maintain and use the <br />660 Xerox. <br />RECOMMENDATIONS AND FUNDING <br />It is recommended that a motion be made authorizing the Road and <br />Bridge Division to line transfer $2,298.00 from account #102-214- <br />541-66.42 to Account #102-214-541-66.41 and approve the purchase <br />of a new copy machine for $3,398.00 including installation. <br />W <br />F. <br />