Subject:
Title
HP DesignJet XL 3600 Multi-Function Plotter - Purchase
End
Fiscal Impact:
Purchase - Plotter purchase price of $8,131.00 plus extended maintenance plan price of $3,000.00 for a total of $11,131.00.
The cost of the plotter and maintenance amount have been budgeted in the FY2021 budget.
Dept/Office:
Utility Services Department
Requested Action:
Recommendation
It is requested that the Board of County Commissioners Approve:
- Purchase a Multi-Functional Plotter for $8,131.00 with a 5-year maintenance agreement for a total cost of $11,131.00; or
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Summary Explanation and Background:
During the February 23, 2021 Board of County Commissioners regular meeting, Item F.12 on the consent agenda was tabled until the March 9, 2021 regular meeting.
On February 24, 2021, Purchasing Services released an Invitation to Quote for the purchase of an HP DesignJet XL 3600 Multi-Function Plotter. Prior to releasing the Invitation to Quote, Utility Services obtained a quote for leasing of this plotter for a five (5) year term.
On March 3, 2021, Purchasing Services received four (4) responses to Invitation to Quote for Purchase of this Multi-Function Plotter.
The Four (4) responses received included:
- ARC Imaging Resources - Plotter $12,662.66 plus Service/Maintenance Agreement for five (5) years $8,299.00 for a total purchase price of $20,961.66
o Service/Maintenance Agreement is all inclusive of preventative maintenance, parts/labor, and service calls as needed
o Service/Maintenance Agreement does not include a loaner plotter for any extended repair times
- Konica Minolta Business Services - Plotter $16,536.00 plus Service/Maintenance Agreement for five (5) years $8,299.00 for a total purchase price of $24,835.00
o Service/Maintenance Agreement is all inclusive of preventative maintenance, parts/labor, and service calls as needed
o Service/Maintenance Agreement does include a loaner plotter for any extended repair times
- Visual Edge Inc., D/B/A AXSA - Plotter $8,131.00 plus Service/Maintenance Agreement for five (5) years $3,000.00 for a total purchase price of $11,131.00
o Service/Maintenance Agreement is all inclusive of preventative maintenance, parts/labor, and service calls as needed
o Service/Maintenance Agreement does include a loaner plotter for any extended repair times
- Digital Dolphin Supplies - Plotter $13,956.00; no Service/Maintenance Agreement included
The Plotter can be purchased with a 5-Year maintenance plan as with the lease option. The service plan includes all required preventative maintenance, service calls, as well as replacement of any parts (labor inclusive) that may be needed for a repair.
The residual value after five (5) years of ownership will greatly depend on the overall usage during the five (5) year period. The estimated residual value after five (5) years of ownership can be expected to be ten (10) to fifteen (15) percent of the original purchase price.
The previously proposed lease agreement with Konica Minolta was based off of a competitively procured Sourcewell Cooperative Purchase (State of Florida Agreement Number 44000000-NASPO-19-ACS).
Based on the cost of ownership versus the cost of leasing, Purchasing Services recommends the Purchase one HP DesignJet XL 3600 Multi-Function Plotter to meet the large format printing needs of the department. Large format (larger than 11 x 17 paper) machines are not available under the County’s current agreement for multi-function copy equipment.
Clerk to the Board Instructions:
None