Title
Copier Maintenance
History
The Village of Orland Park issued a Request for Proposal on April 30, 2009 to lease all the copiers within the Village and implement Managed Print Services. We received 8 responses. After extensive analysis, we determined that at this time we would not realize a significant savings by changing over to a lease option on our copiers.
As a result we approached Gateway Business Systems, Inc. for an analysis and possible reduction in our current maintenance fees. Gateway currently maintains over half of the copiers within the village. Gateway proposed to service all but one copier (the SHARP color copier at FLC) at a rate of $.008 per black and white image and $.07 per color image. It is estimated that the total cost for copiers under Gateway’s proposal for 2010 would be $22,048. Total maintenance fees (including overages) totaled approximately $33,000 in 2009.
On October 12, 2009, this item was reviewed and approved by the Finance Committee and referred to the Board for approval.
Financial Impact
It is estimated that we will save approximately $11,000 in 2010 on copier maintenance fees.
Recommended Action/Motion
I move to approve the Copier Maintenance Contract with Gateway Business Systems, Inc. at a rate of $.008 per black and white image and $.07 per color image for 2010 with the option to renew for one year increments thereafter at a re-negotiated rate:
And
To authorize the Village Manager to execute the agreement.