HomeMy WebLinkAboutCOM 0412.000 2010-2012William P. Kenoi
Mayor
October 5, 2011
County of Hawaii
Finance Department
25 Aupuni Street, Suite 2103 • Hilo, Hawai`i 96720
(808) 961-8234 • Fax (808) 961 -8569
Dominic Yagong, Council Chair and
Members of the Hawai`i County Council
Hawaii County Council
25 Aupuni Street
Hilo, Hawaii 96720
Re: Resolution for multi -year lease
Nancy E. Crawford
Director
Deanna S. Sako
Deputy Director
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Enclosed is a resolution authorizing the payment of funds for more than one fiscal year,
for a new multi -year lease agreement, for nine (9) multi- function copiers for the Police
Department. They currently have eight (8) copiers with expired leases and in need of
replacement, and they have one (1) location (Maunalani Substation) which needs a new
copier, as it does not currently have one.
If there are any questions, please do not hesitate to call Nori Ishii of the Police
Department at 961 -2273.
Crl
Nancy Crawford
Director of Finance
Enc.
cc: Police
Rt.S.
Hawaii County is an Equal Opportunity Provider and Employer
Comm. No. 02-
Ref. To: /T C
Ref. Date OCT 5 2011
Form #: B -52
7/18/91
DEPARTMENT OF FINANCE
REQUEST FOR COUNCIL ACTION
DEPARTMENT: POLICE
STAFF CONTACT: Nori Ishii
DATE: 9/25/11
PHONE: 961 -2273
A. REQUEST:
To enter into a multi -year lease agreement for five (5) years for nine (9) copy machines in the following
locations: North Hilo, Hamakua, Waimea, Maunalani Substation, Kohala, Captain Cook Substation, Kau,
Keaau and Pahoa.
B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED):
The lease on the copiers currently in use has expired. The present machines are constantly being repaired
which causes many non - operational periods. The Police Department would like to replace the current lease
for eight (8) locations and one (1) new lease for the Maunalani Substation.
The copier machines that are now available perform multi- functions such as faxing and printing. The
department is recommending this type of machines for these locations. Mostly vendors currently include the
toner and cartridge cost in the lease. This would eliminate these additional cost for the department to utilize
separate fax machines.
A copier at the Maunalani Substation would eliminate the need for officers to constantly drive up to the main
Waimea station to complete their paperwork. It is at least a 1/2 hour drive each way.
The Department is anticipating a monthly lease per machine of no more than $153.00 for the seven (7)
stations and $48.00 for the two (2) substations.
The cost per copy shall not exceed $.013 for the seven (7) locations and $.019 for the two (2) locations.
SIGNED:
• . DATE:
DATE:
//110 epamMir
SEP 2 6 2011
Cost Analysis
For County of Hawaii Police
Current Situation
Location
Model
Monthly
Lease
Amount
Monthly
Maint.
Amount
Average
Monthly
Volume
Per Copy
Charge
Monthly
Meter
Per Copy
Supply
Cost
Monthly
Supply
Cost
Total
Monthly
Amount
Total
Monthly
Amount
(Incl. Tax)
North Hilo
Lanier LD225
$ 115.49
Includes
0
2,500
$ 0.0100
$ 25.00
Included
in meter
Included
in meter
$ 140.49
$ 141.49
Hamakua
Lanier LD225
$ 115.49
Includes
0
2,500
$ 0.0100
$ 25.00
Included
in meter
Included
in meter
$ 140.49
$ 141.49
Waimea
Lanier LD225
$ 115.49
Includes
0
5,000
$ 0.0100
$ 50.00
Included
in meter
Included
in meter
$ 165.49
$ 167.49
Kohala
Lanier LD225
$ 115.49
Includes
0
2,100
$ 0.0100
$ 21.00
Included
in meter
Included
in meter
$ 136.49
$ 137.33
Kau
Lanier LD225
$ 115.49
Includes
0
3,500
$ 0.0100
$ 35.00
Included
in meter
Included
in meter
$ 150.49
$ 151.89
Keaau
Lanier LD225
$ 115.49
Includes
0
9,000
$ 0.0100
$ 90.00
Included
in meter
Included
in meter
$ 205.49
$ 209.09
Pahoa
Lanier LD225
$ 115.49
Includes
0
1,700
$ 0.0100
$ 17.00
Included
in meter
Included
in meter
$ 132.49
$ 133.17
Maunalani Sub
There is currently no
machine
$ 48.00
Includes
0
1,000
$ 0.0189
$ 18.90
Included
in meter
Included
in meter
$ 66.90
$ 67.66
Capt Cook
Lanier LD015
$ 21.96
Includes
0
2,000
$ 0.0100
$ 20.00
Included
in meter
Included
in meter
$ 41.96
$ 42.76
Total: $ 1,124.71
Proaosed Solution
Plan
Model
Monthly
Lease
Amount
Monthly
Maint.
Amount
Average
Monthly
Volume
Per Copy
Charge
Monthly
Meter
Per Copy
Supply
Cost
Monthly
Supply
Cost
Total
Monthly
Amount
Total
Monthly
Amount
North Hilo
WorkCentre W7125P
$ 152.05
Includes
0
2,500
$ 0.0129
$ 32.25
Included
in meter
Included
in meter
$ 184.30
$ 185.59
Hamakua
WorkCentre W7125P
$ 152.05
Includes
0
2,500
$ 0.0129
$ 32.25
Included
in meter
Included
in meter
$ 184.30
$ 185.59
Waimea
WorkCentre W7125P
$ 152.05
Includes
0
5,000
$ 0.0129
$ 64.50
Included
in meter
Included
in meter
$ 216.55
$ 219.13
Kohala
WorkCentre W7125P
$ 152.05
Includes
0
2,100
$ 0.0129
$ 27.09
Included
in meter
Included
in meter
$ 179.14
$ 180.22
Kau
WorkCentre W7125P
$ 152.05
Includes
0
3,500
$ 0.0129
$ 45.15
Included
in meter
Included
in meter
$ 197.20
$ 199.01
Keaau
WorkCentre W7125P
$ 152.05
Includes
0
9,000
$ 0.0129
$ 116.10
Included
in meter
Included
in meter
$ 268.15
$ 272.79
Pahoa
WorkCentre W7125P
$ 152.05
Includes
0
1,700
$ 0.0129
$ 21.93
Included
in meter
Included
in meter
$ 173.98
$ 174.86
Maunalani Sub
WorkCentre 3550
$ 48.00
Includes
0
1,000
$ 0.0189
$ 18.90
Included
in meter
Included
in meter
$ 66.90
$ 67.66
Capt Cook
WorkCentre 3550
$ 48.00
Includes
0
2,000
$ 0.0189
$ 37.80
Included
in meter
Included
in meter
$ 85.80
$ 87.31
Total: $ 1,572.16