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do <br />DEC 17 1991 <br />COPY MACHINES <br />BOOK f,':c;E ., <br />The Board reviewed memo from General Services Director Sonny <br />Dean dated December 5, 1991: <br />DATE: DECEMBER 51 1991 <br />TO: HONORABLE BOARD OF COUNTY COMMISSIONERS <br />THRU: .JAMES E. CHANDLER <br />COUNTY ADMINISTRATOR- • - <br />0 <br />FROM: R.T. - "SONNY_" DEAN, DIRECTO <br />;. DEPARTMENT OF G.ENERAf-SER CES - <br />SUBJECT: COPY MACHINES <. <br />f. <br />'BACKGROUND: <br />;The Board approved $50,000.00 in this years budget to replace one of <br />;the copy machines in Central Services. It was our intention to make <br />.the other machine last for two more years or whenever it gave out. <br />'Much to'our surprise and with two weeks notice, Kodak cancelled your <br />,annual maintenance agreement. We now have to pay $195.00 an -hour for <br />.maintenance beginning with travel time from Fort Lauderdale-. .-...This <br />;equates to almost $600.00 for travel before any labor.time-is:.added. <br />iThe history of maintenance on.the machines, indicate about four calls <br />Ter.`month. :-;'The frequency of,*- maintenance has increased as ;;:the <br />machines have gotten older.. <br />�I have researched the various avenues in'aneffort to resolve 'this <br />problem with the least amount of expense. The first: conclusion <br />'reached was that both machines need to be replaced. There`is no _way,. <br />;we can operate .with one machine and maintain the ever increasing <br />:demand'in this area of service. We have come from an average of <br />'130,936 copies per month in 1988 to 187,030'in 1991. Should.;the <br />,�, •' <br />.present trend continue,.:'- we will be at 257,148 in :. five years. _;,:The <br />life expectancy of.a copy machine is approximately five years.; <br />Three major manufacturers produce high speed copiers that meet -our <br />volume. Of the three, only Xerox will accommodate the anticipated <br />demand for the next five years. They are also the only company that <br />will give us a trade-in credit for our old IBM machines. Xerox has a <br />local representative and guaranteed response time in case of <br />breakdown. Their maintenance agreement calls for a modem monitoring <br />system whereby they will be able to anticipate many problems and <br />perform preventative maintenance in advance of a major breakdown. <br />The cost of the Xerox machines is as follows: <br />Xerox 5100 Xerox 5052 <br />.'Contract Price $88,500.00 $18,412.00 <br />Trade-in IBM 85 12,500.00 500.00 <br />Discount 4,810.00 None <br />Net Cost - $71,190.00 -$17,912:00 <br />Total cash price for the two machines is $89,102.00. <br />74 <br />