R2009-190 APPROPRIATING FUNDS FOR PLOTTER-SCANNER EQUIPMENT

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This purchase signaled the start of a project to transition documents from paper to electronic format. The Engineering Division maintains many record drawings of the City's infrastructure constructed over past 50 to 75 years. The vast majority of infrastructure plans are printed on large format media, usually about 24"by 36" in size. Staff looked at options to convert large format documents into electronic format and believe the most economical method is to purchase a replacement plotter that also has scanning capabilities, and accomplish the conversion process over a period of years using current staffresources. Engineering and MIS staff evaluated a Hewlett-Packard plotter scanner for possible purchase. The EIS Supra device was determined to be a better value because it had a lower initial cost uses a more accurate scanning technology and has the lowest long term cost of ownership. The recommended EIS Supra has also received a Best in Class award from the Business Equipment Research and Test Laboratories. POTENTIAL OBJECTIONS: There are no known objections to this recommendation. INPUT FROM OTHER SOURCES: None. STAFF REFERENCE: Richard G. Marley P.E., Public Works Director; David S. Johnston, MIS Manager. Mr. Marley will be attendance at the City Council meeting to answer any questions on this item. BUDGET/TIME IMPLICATIONS: The purchase of the EIS Supra plotter-scanner would be paid from the MIS Capital fund. Over the life of the two plotters that will be replaced a total of$16,085 has been deposited in the fund for their eventual replacement. By not renewing the annual maintenance contract for the Xerox plotter, another $2,500 will be available to pay the cost of the replacement plotter-scanner. The annual MIS fee will be adjusted to set aside funds for eventual future replacement of the plotter-scanner. Attach: 2 cc: John Smith, Assistant City Manager, Public Services David S. Johnston, MIS Mana�er Page � 2