Title
Wide-Format Plotter - Approval
History
The Development Services Department has an existing Wide-Format color plotter & scanner that needs replacement. The color plotter is an all-in-one scanner, copier, and printer for large-format (up to 42" wide) document printing. This device was purchased in 2007 and is used extensively by Development Services on a daily basis, as well as, the Recreation Department and the Clerk's office.
This equipment is at end of life, meaning parts and service are no longer available. Also, the attached computerized display has an unsecure, out-of-date operating system (Windows NT) that is no longer supported on our network.
Staff is recommending replacement of this device with a two plotter system that will prove to be more economical. The reasoning for the two unit system is because the majority of printouts are done in monochrome, but the option for a color plotter is still needed. The two unit system has consumables (print heads and ink supply) that are more economical than one single unit over the long term.
The Oce Plotwave 340 Wide-Format Digital System, which prints in black and white, but scans in color, would be used on a daily basis by Development Services for most of their printing and scanning needs.
The Canon iPF 765 36" Color Plotter would provide printing service whenever color is the only option.
Bids were received and opened on March 26, 2014 at 11:00 A.M. for the Oce Plotwave 340 Wide-Format Digital System and the Canon iPF 765 36" Color Plotter. Four bids were opened and B & H Technical Services, Inc. of Merrillville, Indiana was the lowest complete bidder at a purchase price of $14, 945. B & H also provided a leasing option at a cost of $332.44 per month for 60 months for a total cost of $19,946.40.
HP Financing Services also provided us with the option to roll the lease of this equipment in with the Managed Print Services lease at a cost of $268.71 per month for 60 months for a total cost of $16,122.60, which is considerably lower than the lease payments that B&H offered.
The Total Cost of Ownership analysis which includes the HP Financing Services lease option and the B&H purchase option is attached.
On April 7, 2014, this item was reviewed and approved by the Finance Committee and referred to the Board for approval.
Financial Impact
Funds of $25,000 were budgeted in fiscal year 2014 to cover the cost of this purchase. By going through the bid process, staff has realized a budget savings of $10,055.
Recommended Action/Motion
I move to approve the purchase of two wide-format plotters from B & H Technical Services, Inc., of Merrillville, Indiana in an amount not to exceed $14,945.