HomeMy WebLinkAboutCOM 0619.000 2002-2004 wor p__
Harry Kim rP?~«' ~ •'wry William Takaba
Mayor ~ Orreclor
Nancy E. Crawford
Depury Director
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County of Hawaii
Finance Department s
25 Aupuni Street, Room 118 I lilo, Hawaii 96920 ~7
(808) 961-8234 fax (808) 961-8248 ~ J
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May 5, 2004
Honorable James Arakaki, Chairperson and o
Members of the County Council . ~
Hawaii County Council
25 Aupuni Street
Hilo, Hawaii 96720
Re: Resolution for multi-year lease
Enclosed is a resolution authorizing the payment of funds for more than one fiscal year
for a high volume copier/laser color printer/scanner machine for the Planning
Department. Acquisition of this machine will improve the efficiency and productivity of
the department as it will reduce document copying and allow them to share their
documents digitally between its offices.
If there are any questions, please do not hesitate to call the Planning Department.
N
William Takaba
Director of Finance
APPROVED:
C~~~~61
Harry Kim
Mayor
Enc.
Re,S. iFsS-o`f
cc: Planning
Ceram. No.
Ref. To: ~L
Hawaii County is an Equal Opportunity Provider and Employer Ref. Uote MAY 6
Form B-52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: Planning DATE: 4/29/04
STAFF CONTACT: Roy Takemoto PHONE: 961-8288
A. REQUEST:
To be able to enter into a 60 month lease agreement for a High Volume Copier/Laser Color Printer/ Scanner
Machine.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
The Planning Department currently does not have a Departmental scanner or a high volume scanning
device. High volume scanning capability is needed to reduce copying and to share documents, especially
with the Kona office. Increasingly, we will link scanned documents with our GIS system and the new Permit
Tracking System (PTS) that we are in the process of developing. With our current copier that was purchased
six years ago, we pay a maintenance cost of approximately $350/month. For an additional $200/month, we
can lease a machine that is faster, capable of higher volumes (less breakdowns), prints (which is useful for
multiple copies that require collating and can be sent to the machine from the desktop), faxes, and most
importantly, scans. Unlike regular desktop scanners, this scanner will have a feeder that will also be able to
scan 2-sided documents thus decreasing the time needed to scan in documents. With the new scanning
capabilities we will be able to share documents digitally with our Kona Office. This will reduce the time
needed to physically send documents to our Kona office. The color capability will increase productivity by
enabling map printing, provide the capability to produce multiple copies of color originals, enhance the
quality of work products, and improve communication where color makes a difference. Most of our planning
staff prints maps from our GIS system to our color inkjet printer. The cost per page for color laser is only
approximately $0.01 more than color inkjet with a significantly higher quality. The color printing will be
controlled through password and preset quotas with instructions to staff to use only for selected final printing.
We anticipate the color copier/scanner to be available for use by other agencies in Aupuni Center. In short,
the high volume scanning capability will significantly increase efficiency in the time it takes to scan, the ease
to locate documents by linking in GIS and PTS databases, and the ability to share documents digitally.
SIGNED: DATE: J ~ 6
Department Head