Laserfiche WebLink
PUBLIC WORKS MEMORANDUM <br /> NO. 2009-92 <br /> DATE: September 15, 2009 <br /> TO: Honorable Mayor McElroy and City Council Members <br /> �� <br /> FROM: Ryan P. McCrady, City Manager � �-- / ) <br /> Richard G. Marley, P.E., Public Works Director �(-�,� � <br /> I —/ <br /> SUBJECT: Plotter-Scanner Equipment Purchase Approval <br /> SUMMARY RECOMMENDATION: <br /> Staffrecommends Council approval of the attached resolution authorizing the expenditure of <br /> $17,445 to purchase one plotter with scanner capabilities for the Engineering Division of the <br /> Public Works Department. The plotter will replace two existing large format plotters. <br /> Additionally, the device has scanner capabilities needed to digitize large format documents for <br /> the Electronic Document Imaging and Management System project. <br /> PRIOR COUNCIL ACTION: None <br /> BACKGROUND: <br /> The Engineering Division of Public Works currently has two large format plotters. The older <br /> plotter is a Xerox 8825 dry process plotter which was purchased in Fiscal Year 1998-99. This <br /> plotter is functionally obsolete. The cost of the annual maintenance agreement, which expires <br /> October 1, 2009, was $2,496 last year. The maintenance contract was not renewed. The cost of <br /> this device has been fully amortized and $9,686 has been deposited in the MIS Capital fund for <br /> its replacement. Replacement of the Xerox plotter has been deferred several years pending a <br /> decision on electronic document imaging and management. <br /> The newer device is a Hewlett Packard Design-Jet CM plotter purchased in Fiscal Year 2002-03. <br /> This device is one year out of warranty, however it still works well. Unlike the Xerox, this <br /> device does not require an annual maintenance contract. The cost of the HP plotter has been <br /> fully amortized and $6,339 has been deposited in the MIS Capital fund. Replacement of the HP <br /> plotter has been deferred one year pending a decision on electronic document imaging and <br /> management. <br /> Neither plotter has the capability to scan large format documents. <br /> Starting about 2 years ago, staffbegan work on a project to adopt an Electronic Document <br /> Imaging and Management System(EDIMS). The goal has been to produce and maintain new <br /> documents in electronic format and over a period of time, scan existing documents into <br /> electronic format. On June 15, 2009, Council authorized the purchase of LaserFiche software. <br /> Page � 1 <br />