HomeMy WebLinkAbout4.12 EquipReplacmntFnd-830
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CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: February 14, 1994
SUBJECT: Internal Service Fund '830 (Equipment Replacement Fund)
Mid-Year Authorizations:
(a) Recommended Budget Adjustments
~b) Award of Copier Bid for Police Services
Prepared by: Paul S. Rankin, Assistant City Manager/
Administrative Services Director)
EXHIBITS ATTACHED: 1. /Budget Change Form.
2. / Snmmary of Bids Received
RECOMMENDATION~ 1.
\! 2.
Authorize additional appropriation for Equipment
Replacements
Award Copier Bid to AAA Office Systems. Direct
Staff to issue appropriate purchase order forms
and proceed with the purchase of the copier.
FINANCIAL STATEMENT:
Base Bid (Copier)
$ 9,715.44
(Sufficient Funds have been accumulated in the
Internal Service Fund Reserves to replace all of
the identified Equipment. A copier service
agreement will be obtained once the manufacturer's
warranty has lapsed.)
DESCRIPTION: Staff is recommending that the City Council adjust the
budgeted appropriations for equipment replacements and award a bid for a
new copier.
Ad;ustment to Appropriations for EQUipment Reolacement
As part of the adopted 1993/94 Budget, the City Council approved
expendi tures in the Internal Services Fund of $52,000 for machinery and
equipment. This was primarily the cost of purchasing and outfitting two
marked Police Cars and one unmarked Police Car. The Internal Service Fund
charges departments a pro-rated annual expense for equipment purchased with
the fund. This builds up a reserve to assure at the end of the useful life
there is funding to purchase a replacement. The pro-rated amount works
similar to a depreciation schedule.
In the most recent year, some of the components within our data processing
have failed, primarily on individual work stations which have exceeded
their useful life. It became necessary to purchase replacements in order
to keep the Department functional. As previously reported to the City
Council, the Police copy machine was also becoming unreliable. The
following outlines the equipment replacements required, which were not
included in the adopted budget:
Description
Original
Purchase
~
Replacement
~
$ 321.19
321.19
1,879.28
9.715.44
$ 12,237.10
(1.176.00)
$ 11,061.10
Administrative Services Computer Monitor
Police Services Computer Monitor
Recreation Laser Printer
Police Copy Machine
March 1988
Nov. 1988
Nov. 1988
Aug. 1985
Total of Unanticipated Replacement Expenditures
Less Revenue from Trade-In
Net Appropriation from ISF Reserves
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ITEM NO.
COPIES TO:
L CITY
FILE
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The amounts shown are the gross cost of the purchase. Any "Trade-In" value
is recorded as a revenue in the Internal Services Fund. A total credit of
$1 , 176 was received as Trade-In allowance on the equipment noted above.
Staff recommends that the City Council authorize an additional
appropriation to the Internal Services Fund Machinery and Equipment account
in the amount of $12,240. Adequate reserves plus revenue from the Trade-In
Allowances will exist to cover these expenses.
Cooier Bid Results
The Konica 5003 Copier purchased by the City in 1985 and currently housed
at the Dublin Civic Center in Police Services, has exceeded its useful
life. This copier is worn out and is requiring frequent repairs. The
machine has recorded over 2.9 million copies. AS authorized by the City
Council at the meeting of 1/24/94, bid specifications were developed and
bid packages were circulated. The bid specifications were modified
slightly to accommodate a Konica 41 45, which replaces the model 41 40
identified in the original bid specifications. All bids received were on
the same piece of equipment, and none of them exceeded the estimated cost
of $13,270 (plus tax) which was noted in the January Staff Report. A
summary of the three bids received is presented in Exhibit 1.
The low bid was presented by AAA Office Systems, with a bid of $9,715.44
for the equipment. Since the new equipment will have a manufacturer's
warranty, it will not be necessary to immediately obtain a service
agreement. Staff will evaluate service options and secure the necessary
service agreement in the future.
Staff recommends that the City Council authorize the additional
appropriation and award the copier bid to AAA Office Systems.
a: 214cop1er.agenda$14
ADDITIONAL APPROPRIATION
PER CITY COUNCIL ACTION
2/14/94. TO BE FUNDED FROM
~F RESERVES (FUND 830)
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CITY Of" DUBLTIl
BUDGET CHANGE FORM
CHAtlGE FOR,'-l
...1L-
new appropriation~ budget transfer
IXI bUQgel charwe
AcWrt..Nll
A"Pcof,r-.oJ-', 0""
increase bbdget account
I~INTERNAL SERVICE FUND:
laccount II
Tl IBO-lOOO - 750 - 070.
I n~NTERNAL SERVICE FUND
laccount II
12 830- 1000 - 570 - 001
I name
Illccount >>
13
I name
\account II
14
l~
laccount II
15
I~
laccount II
16
I~
laccollnt II
17
I name
laccount II
/8
TOTAL BUDGET DEcREASES
decrease budget account
~
account It
1 $
name
account It
2 $
~
account It
3 $
~
. account tl
4 $
name
account II
5 :S
~
acr.ount #
6 $
~
account II
7 :I:
~
ar.r:ount II
8 $
TOTAL BUDGET INCREASES :I:
MACHINERY & EQUIPMENT
$12,240.00
OTHER REVENUE: SALE OF PROPERTY
$ 1,176.00
:I:
$
s
$
:I:
$
$
REASONS, JUSTIFICATION, AND ITElnZED COSTS: AS EXPLAINED IN THE STAFF REPORT PRESENTED 2/14/94,
DUE TO EQUIPMENT FAILURES, UNANTICIPATED EXPENDITURES WERE REQUIRED IN FISCAL
YEAR 1993/94. ALL OF THE EQUIPMENT BEING REPLACED WAS FULLY DEPRECIATED AND
THERE ARE ADEQUATE FUNDS IN THE ISF RESERVE TO ACCOMODATE REPLACEMENT AT THIS TIME.
THE INCREASE IN THE REVENUE ACCOUNT REFLECTS REVENUE FROM THE TRADE-IN ALLOWANCE
ON EQUIPMENT WHICH WAS REPLACED.
CIT'l MAnAGER
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CITY comlCIL
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EXHIBIT 2
CITY OF DUBLIN
POLICE COPIER BID RESULTS
Bidder
AAA Business Machines
Lesher Office Systems
Astro Business Products
February 7, 1994
Base Bid
Trade-In
Allowance
$ 9,715.44
$ 500.00
10,470.18
ZERO
11,716.94
1,675.00
NET COST
$ 9,215.44
10,470.18
10,041. 94