Title
HP Large Format Scanner/Printer Purchase
History
The Village's three (3) existing large format scanner/plotter devices are beyond their useful life, breakdown frequently, and no longer meet the requirements of departments that utilize them. Staff determined that these devices needed to be replaced and included their request in the FY2022 proposed budget. Subject matter experts from Development Services, Engineering, Programs and Services, Information Technology, Public Works, and Recreation and Parks developed requirements and attended a show room demonstration of wide format scanner/plotter devices using sample Village large format files and drawings. They determined that two (2) HP DesignJet T2600DR 36-inch scanner/plotter devices would meet the requirements of staff located at Public Works and Village Hall. They also determined that one (1) HP DesignJet Z6DR 44-inch large format graphics printer would meet the requirements of the primary users located at Recreation Administration, as well as Communication and Marketing staff located at Village Hall.
Staff requested both lease and purchase quotes from Konica Minolta using the Sourcewell cooperative purchase contract pricing. A five-year lease for these devices would cost the Village $60,016.80. Purchasing these devices would cost the Village $36,753.36. The leasing option is appropriate when the useful life of the equipment is four to five years, frequent maintenance is required, and if the lease includes maintenance, toner, and supplies. The proposed lease of these large format scanner/plotter devices does not include those items. Therefore, staff recommends purchasing these devices resulting in a $23,263.44 in cost savings. The purchase price includes setup, installation, training, and removal and disposal of the existing equipment as itemized in Exhibit A-Order Package Acceptance Agreement. If properly used and maintained, the new large format HP devices should have a useful life of six to eight years. Maintenance will be contracted on a time and materials basis as needed rather than purchasing a maintenance agreement.
Financial Impact
Funds designated for the purchase of these large format scanner/plotter devices were approved by the Board of Trustees in the FY2022 budget.
Recommended Action/Motion
I move to approve the purchase of three HP large format scanner/plotter devices from Konica Minolta using Sourcewell Contract #030321-KON for an amount not to exceed $36.753.36.