HomeMy WebLinkAbout175-06 RESOLUTIONRESOLUTION NO. 175-06
A RESOLUTION APPROVING THE PURCHASE OF AN OCE
CS4044 WIDE FORMAT FULL COLOR SCANNER FROM AB
REPROGRAPHICS, INC. IN THE AMOUNT OF $20,753.27 FOR
THE ELECTRONIC DOCUMENT MANAGEMENT SYSTEM.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas
hereby approves the purchase of an Oce CS4044 Wide Format Full Color Scanner
from AB Reprographics, Inc. in the amount of $20,753.27 for the Electronic
Document Management System.
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Passed and Approved this 7th day of November, 2006$/,\ rR iS .
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:FAYETTEVILLE: 5.
APPROVED:
By
D N COODY, May
ATTEST:
By: �'ern.4-oJ' si'Y�Y lig
SONDRA SMITH, n
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• i
Lesa Brosch
Submitted By
City of Fayetteville
Staff Review Form
City Council Agenda Items
or
Contracts
11/7/2006
City Council Meeting Date
Information Technology
•
Division
Action Required:
FISD
Department
Approval to purchase Wide Format Scanner.
20,753.27
Cost of this request
4470.9470.5801.00
Account Number
02094-1
Project Number
Budgeted Item
X
71,252.00
Category/ Project Budget
21,548.98
Funds Used to Date
$ 49,703.02
Remaining Balance
Budget Adjustment Attached
Document Imaging System
Program Category / Project Name
Program / Project Category Name
Capital Improvement Const.
Fund Name
Department Director
10 -18- 200J-
Date
ootDate
City Attorney
Finance and Internal Service Director
Mayor
10-13-2404
Date
/a7 f
ate
•
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
Comments
�aye� eville
To: Mayor Dan Coody
From: Lesa Brosch
Thru: Scott Huddleston
Date: October 18, 2006
Subject: Large Format Scanner Request
City of Fayetteville
113 W. Mountain
Fayetteville, AR 72701
479-575-8214
www.accessfaye eville.com
The Information Technology Division along with the City Clerk's office would like to request
approval to purchase a wide format scanner for the Electronic Document Management System
(EDMS).
The City currently has approximately 20,000 to 25,000 paper plans and maps that date back to
1925. The wide format scanner will be utilized to input these plans and maps into the EDMS
City staff participated in demos of various wide format scanners and found the Oce Scanner to be
the most efficient and purpose driven scanner. The Oce scanner can enhance the quality of
current images needing restoration. Many older plans and maps were folded for storage to save
space. When these documents are unfolded, they begin to tear on creases and have discoloration.
The Oce scanner is able to improve the quality of the image by almost eliminating tear or crease
Imes and discoloration. Scanning these plans and maps into the Electronic Document
Management System will prevent further handling of these documents and will give access to a
wider audience.
Currently, there are approximately 53,800 documents in the Electronic Document Management
System contributed by Accounting, Utilities, City Clerk, Purchasing and Police. Two more
divisions, Planning and Code Compliance will began inputting documents into the system in mid
November. The web application with security is currently available through the City's Intranet.
Future enhancements will include the implementation of public documents to citizens through
the City's website.
1
RESOLUTION NO.
A RESOLUTION APPROVING THE PURCHASE OF AN OCE
CS4044 WIDE FORMAT FULL COLOR SCANNER FROM AB
REPROGRAPHICS, INC. IN THE AMOUNT OF $20,753.27 FOR
THE ELECTRONIC DOCUMENT MANAGEMENT SYSTEM.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas
hereby approves the purchase of an Oce CS4044 Wide Format Full Color Seri*
from AB Reprographics, Inc. in the amount of $20,753.27sf6rfheEl4ctronic
Document Management System.
PASSED and APPROVED this 7th day of Novemb
ATTEST:
B
44S _iI3 A SMITH, City Clerk
12OODY, Mayor
Ir
Reprographics, Inc
3204 Moberly Lane .
Bentonvlfe, Arkansas 72712
(479) 271-7922 (800)3003434
8/21/2006
City Of Fayetteville
Fayetteville, AR
Att: Scott Huddleston &
Lesa Brosch
Proposal for Oce CS4044 Color Scanner
CS4044 Scanner (42")
#4962081 Oce Scan Software
Gui Kit - 17" Monitor, Keyboard & Mouse
#PC-GE2 General PC
#4962249 Scanner Maintenace Kit
Shipping
Delivery, Set-up & Tutotial
Total List Price
Total Sale Price
Note 1: Price Does Not Include Sales Tax
Note 2: Prices In This Quote Are Good For Thirty (30) Days
$24,571.00
$19,507.80
Thank You For Letting Us Provide You With This Machine Quote
Mike Becker
Sales Manager
Com munieatI
PROPOSAL FOR THE CITY OF FAYETTEVILLE
PROPOSED SYSTEM: Oce CS4044 Wide Format, Full Color
Scanner
Oce Model CS4044 42" — Scanning System:
System Includes:
▪ Ock Scan Software
• Oce PC-GE2 General Purpose PC and GUI IGt
▪ Scanner Maintenance Kit
▪ Delivery and Installation
Terms: Net is due upon receipt of invoice
This quotation is valid for thirty (30) days
Tulsa, Oklahoma— September 15, 2006
Joe Fox
President South Central Region
Ridgway's Ltd
918-663-8100
jfox at✓Dridgways.com
1523,950.00
•
'CITY OF FAYETTEVILLE
PROPOSED METHOD: Oce CS4044 Wide Fo mat, Full Color Scanner
Oce Model CS4044 42" — Scanning System:
Includes:
• Oce Scan Software
▪ Oce PC-GE2 General Purpose PC and GUI Kit
▪ Scanner Maintenance Kit
• Delivery and Installation
Terms: Net is due upon receipt of invoice
This quotation is valid for thirty (30) days
Tulsa, Oklahoma — September 14, 2006
Todd Wilson
Senior Account Manager
Oce North America, Inc. - WFPS
'$22,450.00
•
Special Instructions:
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Requester:
Lesa Brosch
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Address:
2997 Green Acres Road
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City Of Fayetteville
,, (Not Purchase Order)
Shipping/Handling
CS4044 Scanner (421
Description
Quantity
Vendor Name:
AB Reprographics, Inc.
Lot
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Unit of Issue
!State:
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Unit Cost
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Extended Cost
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4470.9470.5801.00
Account Numbers
Requesters Employee #:
2048
Zip Code:
72709
Fob Point:
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Subtotal: 519,507.80
Tax: $1,246.47
Total: 520,769.27
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Requisition No.:
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Inventory #
Quotes Attached
Yes: No:
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Fixed Asset # 1
(11/13)2006) Amber Wood -Fwd: Res7175-06
Page
From: Amber Wood
To: Brosch, Lesa
Date: 11/13/2006 2:46 PM
Subject: Fwd: Res. 175-06
Attachments: 175-06 AB Reprographics.pdf
CC: Bell, Peggy; Deaton, Vicki; Pearman, Clarice
»> Amber Wood 11/13/2006 2:44 PM »>
Lesa,
Attached is a copy of Res 175-06 passed by the City Council on November 7, 2006. If you have any questions please feel free to
give me a call at the number listed below. Have'a great day!
Thanks,
Amber Wood
Deputy City Clerk
City of Fayetteville
City Clerk Division
Phone: (479) 575-8323
Fax: (479) 718-7695
awood Caci. fayettevi Ile. ar. us