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CITY OF NEWPORT BEACH
BUILDING DEPARTMENT
3300 NEWPORT BOULEVARD
NEWPORT BEACH, CA 92663
(949) 644 -3282; FAX (949) 644 -3250
Hearing Date:
Agenda Item No.:
Staff Person:
TO MAYOR AND MEMBERS OF THE CITY COUNCIL
February 22, 2000
16
Jay EIbettar
(949) 644 -3282
SUBJECT: Request for Budget Amendment to replace the Building
Department copier
BACKGROUND: The Building Department maintains a copier at the first floor
lobby of the Prof. -Tech Building. This copier is shared by Building
and Planning Departments' staff and used by the Building,
Planning and Public Works' customers for a nominal fee. The
copier was purchased in 1989 and is breaking down often due to its
heavy usage and age. There were 20 service calls over the past 12
months. It consumes staff time to clear frequent paper jams and
causes customer service interruptions at the permit counter.
The Building Department obtained three proposals for a comparable copier as follows:
Purchase Cost Monthly Lease 5 -Year Lease
1. Minolta CS 3000 System $7,678.26 $165 $ 9,900
2. Canon IR330S System $7,881.50 $175 $10,500
3. Xerox 5830T/10 $9,710.00 $257 $15,420
The useful life of a copier is five years. The cost of leasing for five years significantly
exceeds the purchase price. We recommend the purchase of No.1, Minolta, Model CS
3000 System.
SUGGESTED
ACTION: Approve a budget amendment to transfer $7,678.26 from the 2900-
4610 "Building Permits Revenue Account" to Building Department
"Office Equipment Account" (2900 -9000) for the purchase of a
replacement copier.
The Building Department overall revenue for the current fiscal year, to date,
represents 82% of the department's anticipated budget for the year as shown on the
attachment and is projected to exceed the budget estimate by $600,000 by year -end.
The year to date balance in the building permits revenue account is at 85% of the
budgeted amount and is expected to be $260,000 above the projected revenue for the
current fiscal year.
Respectfully submitted by:
Jay Elbettar, Building Director
Attachm nts
D r \bud=end copier 2- OO.doc
Page 2
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COPY'Oft'K
BUSINESS MACHINES
City of Newport Beach
Building Department
3300 Newport Blvd
Newport Beach, CA 92658
Monika Goodwin
September 28th, 1999
Hello Monika,
Thank you for your interest in purchasing a copier from us. We have available the
Minolta CS 3000 copier system. The machine will include automatic document
feeder, 10 bin sorter, duplexer, cabinet, two paper trays, start up supplies,
delivery, and a one year or 60000 copy warranty.
The machine has a built in auditor system that will disable the copier until a code number
is entered. We can install a coin op machine to the side for an additional $ 980.00.
The machine can only be operated with the coin op or the auditor. They wont work
in conjunction with two systems.
Minolta CS 3000 system $ 7126.00
tax $ -55z:2k
Total $ 7678.26
17 Le4�J-e-
I
Thank you for your interest in establishing a solid long term business relationship
with us. We welcome your inquires and will strive to service your needs in a professional
manner. If you have any questions please contact me at 714 449 0767.
Cordially,
Brian Schlatter
2 100 E. Valencia, Suite C • Fullerton, CA 92831 • (714) 449 -0767
11,O9i99 TUE 11:32 FAX 714 825 6375
Eir
ASTRO CANON Q o02
OR O Canon
BUSINESS SOLUTIONS, INC.
Established 1974 Canon IR330S System Summary rage
California Multiple Award Schedule (CMAS)
60 month Municipal Lease $1.00 Buyout
CORPORATE
OFFICE:
PO Box 47044
Gardena
CA 90248
Tel. 310- 217.3000
Fax310- 715.7050
110 west Walnut SL
Gardena
CA 90248
Tel. 31 U- 217.3000
Fax31 U- 715.7046
10608 Trademark
Parkway North
Rancho Cucartlonpa
CA 91730
Tel. 909- 484.6700
Fax 909- 484-6775
26901 AOouta Road
Suite 110
Calabasas Hills
CA 91301
Tel. 810 -871 -6700
Fax B18 -871 -6750
707 Wilshire Blvd.
Suite 5450
Los Angeles
CA 90017
Tel. 213. 629 -6700
Fax213- 629.6717
123 Paularino Ave.
Costa Mesa
CA 92626
lei, 774.825.8300
Fax 714 -825 -8375
I- 888- OK -ASTRO
Specifications:
Print Speed/Pages per Minute
Digital Automatic Document Feeder B -1
Stapler /Stacker Finisher E -1
Paper capacity
Power requirements
Two sided copying/duplexing
Front loading paper drawers
Paper sizes
90 day Full Service Warranty
Canon Image Runner 330S Copier /Printer
Digital Automatic Document Feeder B -1
Automatic Duplexing (two -sided copying)
Paper Pedestal S1 (1,000 sheets)
Stapler /Stacker Finisher E -1
Total Purchase Price
60 Month .Lease SLOO Buyout
Maintenance
@ 10,000 monthly print volume
Excess copies @ $ .010$4 /copy
Toner
IR 330 GPR -2 Black Toner
Carton 10,600 yield
www.astro.canon.com
33 PPM
Yes
Yes
1,050 sheets
120 Volt, 20 Amp
Yes
Yes
Statement to 11 X 17
Yes
Outright Purchase
$ 5,122.00
$ 919.00
$ Standard
$ 1,015 -00
$
825.50---- _..._.. -�
Monthly
$ 108.00
$ 24.50 /each
-s -
~- $ 175.32
N
A SUBSIDIARY OF CANON U.S.A., INC.
City of Newport Beach
3300 Newport Ave.
Newport Beach,CA.92658
11/03/99
Recommended Equipment: Option A - Lease
Xerox 5830T/10 Bin Sorter/Finisher
30 copies/ minute
Auto 2 -sided copying
5 Paper trays / Single Sheet Bv- Pass Tray
Reduction / Enlargement - 50% to 200%
Auto Document Feeder
Sorter/ Finisher - 10 bin capacity
Auto Paper select /Job Interrupt
Front/ Back covers insertion
Hi- Capacity Paper Feeder ( Optional )
Calif. Multiple Award Schedule $10,935.00
CMAS Discount d .1,225.00>
Amount Financed c' $9,710.00 ~�
Xerox Term Lease - Contract BPA # - 0711171 -04
90 % Equity is accured over the contract term
36 Month Term Lease ( Fixed @ 8.5 % )
Maximum Purchase Option/Buyout at end of term ( $550.00) $256.73*
State of Calif. ,GSA , will bill you a Administrative fee of 0.0121% on the monthly payment,plus
meter charges over the term of the contract.
Service/Maintenance Plan:
The Xerox Full Service Maintenance Agreement covers the copier for all parts and labor for the term of the
contract. Pricing includes the Xerox Full Maintenance Service Monthly Charge which is 26.25 per month and
includes 1.500 copies. All copies from 1.501+ are @ .0201 /copy.
Supplies are also included in the above plan and will be automatically replinished by Xerox.
• *Price excludes sales tax
Delivery, Installation, and Initial Training are provided at no additional charge
Xerox Total Customer Satisfaction Guarantee Applies.
—6 —
City of Newport Beach NO. BA- 040
BUDGET AMENDMENT
1999 -00 AMOUNT: $7,678.26
EFFECT ON BUDGETARY FUND BALANCE:
Increase Revenue Estimates Increase in Budgetary Fund Balance
Increase Budget Appropriations AND Decrease in Budgetary Fund Balance
fix Transfer Budget Appropriations X No effect on Budgetary Fund Balance
SOURCE:
from existing budget appropriations
from additional estimated revenues
from unappropriated fund balance
EXPLANATION:
This budget amendment is requested to provide for the following:
To transfer $7,678.26 from the Building Permits Revenue Account to the Building Department
Office Equipment Account for the purchase of a replacement copier.
There have been no prior budget amendments.
ACCOUNTING ENTRY:
Amount
BUDGETARY FUND BALANCE Debit Credit
Fund Account Description
010 3605 Fund Balance Control
REVENUE APPROPRIATIONS (3601)
Fund /Division Account Description
2900 4610 Building Permits $7,678.26
EXPENDITURE APPROPRIATIONS (3603)
Description
Division Number 2900 Building Department
Account Number 9000 Office Equipment $7,678.26
Division Number
Account Number
Division Number
Account Number
Division Number
Account Number
Automatic System Errtry.
Signed: 492 06
Fi ancial al: Finance Di r r Date
Signed: OO
Administrative Appro : City Manager D e
Signed:
City Council Approval: City Clerk Date