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7. G. Purchase and Maint .,. The Board reviewed a Memorandum of March 15, 2001: DATE: MARCH 15, 2001 TO: JAMES E. CHANDLER COUNTY ADMINISTRATOR THRU: DONALD R. HUBBS, P.I✓. DIRECTOR OF UTILITY SERVI PREPAREDAND STEVEN J. DOYLE, P.E. STAFFED BY: INTERIM ASSISTANT DIRECTOR OF U SUBJECT: PURCHASE & MAINTENANCE AGREEMENTS BLACK -LINE COPIER BACKGROUND & ANALYSIS UTILITY ENGINEERING The Department of Utilities, Engineering & GIS Division, has a blueprint copier that utilizes a liquid based activator (ammonia) to produce a blue print. The Department in 1995 placed this machine into service. The blueprint copier is nearing its useful service life and the Department has budgeted for its replacement with a black -line copier in the approaching fiscal budget (see attached). Changes in technology and the need to limit the use of liquid activator (an indoor air quality concern) lend itself to replacing the blue print copier with a black -line non -ammonia based copier. The proposed black line copier has the ability to reproduce engineering plans (36" x 42") onto various types of engineering paper such as, sepia, bond, vellum or mylar. It also has the capability of duplicating a print from either an original or a paper copy, whereas the blue print machine can only accomplish a single task of making a blue print from an original sepia or mylar. In addition to serving the needs of the Department on a daily basis it has the capability of converting archived utility record drawings from sepia to mylar. Most of the record drawings generally consist of sepia paper, which become brittle and worn over time. The proposed black -line copier can convert (copy) the archived drawings onto a more durable paper such as mylar. Mylar is the current material of choice for preserving record drawings. The County's Department of Public Works previously converted to a black -line engineering copier in June of 1995 and reportedly are satisfied with its performance. The Utilities Department has been utilizing their copier, but this has been an inconvenience ar�d disruptive to their Staff. It is a further inconvenience to the utility customer whom are then obligated to either wait or return to the utility office when copies have been made available. The Utilities Department has as approved budget of $2,100 in the 2000/2001 fiscal year for the leasing of a copier and additionally has $1,600 slated for a maintenance contract in the same fiscal budget. ANALYSIS: Two Options were considered when evaluating the replacement of the engineering copier. Option - A is the direct purchase of the equipment while Option -B is a Municipal Lease -to -Own. Both options April 3, 2001 16