REDBOURN TOWN COUNCIL
NON CONFIDENTIAL
COMMITTEE:
MANAGEMENT & COMMUNICATIONS
DATE:
22nd NOVEMBER 2012
REPORT BY:
PARISH CLERK
SUBJECT:
PHOTOCOPIER HIRE FOR PARISH CENTRE
1.
Summary
The proposal is to upgrade the current mono photocopier which is currently
leased on a five year lease, to a new photocopier/direct feed printer.
2.
Background
2.1
The current photocopier is leased from Alto Digital.
2.2
The current lease arrangement was taken out in August 2009 for a period of
sixty months (five years) which means the lease will expire in August 2014.
2.3
The lease is subject to a minimum number of 19 quarterly payments before
the lease can be terminated. The earliest the lease could be terminated is
May 2014.
2.4
Quarterly rental payments are £287 plus VAT.
2.5
There is a charge per mono copy of 0.770p per copy. Current copy usage is
25,000 sheets per six months.
2.6
There is an annual warranty charge on copier parts of £148.90 per annum.
2.7
This means the yearly charge for the photocopier is:
Rental
Mono copy charges (estimated at 50,000)
Warranty charge
£1148
£385
£149
Total
£1,682
2.8
The total amount payable in the minimum period is £5740.
2.9
If the contract were to be terminated before the end of the term there is a
penalty fee payable of £1699.81.
2.10
In addition to the photocopier the office currently runs four printers (1 x laser,
1 x A3 & A4 colour, 1 x photo, 1 x colour/mono for Assistant) with associated
costs for laser and ink jet cartridges.
3.
Recommendation
3.1
It is recommended that a new colour/mono photocopier is acquired for the
parish council office which will also be a direct printer for the Clerk &
Assistant.
3.2
The photocopier would have the following spec:







Mono/colour copy/print/scan
Auto double siding document feeding
Auto duplex
Staple finisher
Banner printing
A3 & A4 printing
2 x 500 sheet trays
3.3
This would allow for more efficient working practices and the reduction in filing
space. It would also mean the Parish Council office can be reconfigured to
allow extra desk space for
3.4
The following quotations have been sourced:
Supplier
Equipment
Qtly Rental
Konica
Minolta
Direct Tec
Bizhub C224
3 yr - £158.87
5 yr - £105.77
3 yr - £324
5 yr - £224
Alto Digital
Kyocerea Utax
CDC 1930
Sharpe
MX2610
Toshiba Studio
2540SE
Richo MP
C2051AD
3 yr - £279.60
5 yr - £279.60
3 yr - £293.50
5 yr - £203
5 yr - £325.50
Copy Charge
Mono
Colour
.0035p
0.032p
0.40p
0.45
2.25p4.20p
depending
on usage
3.90
0.40
3.90
0.46p
4.0p
The costs include all service, labour, maintenance, replacement parts and
toner
3.5
For comparison purposes, if a lease were taken on a Minolta Konica printer it
is envisaged that the annual costs would be:
Konica
Alto Digital
Rental
£423.08
£1148
Possible
Savings
£724.92
Mono Copy
charges
(estimated at
50,000)
Warranty charge
£175
£385
£210
N/A
£598.08
£149
£1682
£149
£1083.92
3.6
Terminating the lease early with Alto Digital would incur a charge of £1700 but
there would be savings in reduced rental and copy charges if a lease were
taken with Konica Minolta directly.
3.7
It must be pointed out that there may be an increased cost in colour printing
as more information leaflets and flyers could be undertaken in the office rather
than being outsourced to printers. There should be further cost evaluations
undertaken when considering professional printing of leaflets vs photocopying
in house.
3.8
There would also be undetermined cost savings in laser and ink jet cartridges.
3.9
A mono laser printer should be also kept as a backup printer.
3.10
It is also proposed that the newly relocated computers in the foyer are linked
to the new printer to allow for users printing off information to be charged a
fee for printing to recoup costs.
EP
22/11/12