Rollins Volunteer Fire Department · Rollins, Montana

Office Technology Budget

Prepared 22 July 2026 Scope hardware Total $2,803.47

Hardware

One-time purchase
Item Qty Unit Extended
MacBook Neo 13″ · A18 Pro · 8 GB · 256 GB 2 $699.00 $1,398.00
Mac mini M4 · 16 GB memory 1 $899.00 $899.00
Brother MFC-L2900DW Mono laser · single-pass duplex scanning · scans direct to server 1 $329.99 $329.99
Brother TN830XL toner High yield, two-pack 1 $176.48 $176.48
Hardware subtotal $2,803.47

Option · color instead of black and white

+$191.81

Mailers and outreach pieces are printed professionally and would stay that way. This covers the occasional in-house job: a recruitment flyer, an open-house handout, a colored pre-incident map. Swap the two lines above for these.

Brother MFC-L3780CDW Color laser · 50-sheet single-pass duplex ADF · scans direct to server 1 $569.99
Brother TN229XXL black toner Spare, super high yield · 4,500 pages · ships with a full color starter set 1 $128.29
Hardware subtotal with color $2,995.28

Summary

Base configuration $2,803.47 Two laptops, one Mac mini, mono laser printer, spare toner.
With color printing $2,995.28 Color laser in place of the mono unit. Adds $191.81.
Base, laptops refurbished $2,603.47 Same one-year warranty. Takes $200 off the base.

Notes

01
Storage costs nothing. Google for Nonprofits was approved 22 July 2026. Workspace covers the scanned records archive and department files with no line item.
02
Refurbished MacBook Neos are $599, in stock, same one-year warranty. Buying both refurbished takes $200 off the hardware subtotal.
03
Prices rose across this category on 25 June 2026 on a global memory shortage. Figures here are post-increase; older quotes will read low.
04
Third-party toner works on both Brother machines at roughly a third the price of genuine. That is why Brother was chosen over a cheaper HP unit whose firmware permanently blocks it. With the color option, budget $0.16 per color page against $0.04 per black.
Software is budgeted separately. A subscription recommendation for grant writing and day-to-day operating efficiency is presented in its own document, as a separate board decision. Nothing in the figures above depends on it.