cover
TO: Mayor Richard C. Irvin
FROM: Jolene Coulter, Director of Purchasing
DATE: February 10, 2023
SUBJECT:
A Resolution to approve the purchase of eight Toshiba multi-function copiers and quarterly maintenance from KKC Imaging Systems of Aurora, Illinois through the Sourcewell Cooperative Contract.
PURPOSE:
To purchase replacement copy machines for the Community Services Division (1), Economic Development (1), Police Department (4) and Parks Division (1) along with a new copier for the Human Resources Training and Development Division (1). These copiers are essential for day to day operations in all areas and seven will replace aging copiers that require constant repair as well as increased quarterly costs.
BACKGROUND:
The 2023 budget included decision packages from the various divisions to purchase/replace the eight multi-function copiers. The oldest copier being replaced is from 2013 (Economic Development) the newest are from 2018 at the Aurora Police Department, since they are on a 5 year replacement rotation. As the copiers have aged, there are more maintenance issues and the quarterly billing increases the older the machine gets. Therefore, increasing downtime and costs.
DISCUSSION:
During the budget cycle, discussions were had about the number of copiers requested for the 2023 budget, so Purchasing offered to take the lead and worked with our local vendor KKC Imaging Systems, Aurora, IL who has provided reliable services to the City for years. KKC Imaging Systems then worked directly with Toshiba to provide us a quote through the Sourcewell Cooperative Contract #030321-TOS along with a volume discount of 10%.
KKC Imaging Systems will also provide the toner and maintenance for the equipment which is paid quarterly as a billable per page charge.
Upon receiving authorization to purchase new copiers, we would purchase six Toshiba e-studio color copiers at a cost of $53,887.50 and two black and white copiers at a cost of $12,871.80. The total purchase cost of the eight copiers will be $66,759.30.
Funding is available in the 2023 following accounts: 101-1006-419.63-02; 101-1302-419.63-02; 101-1830-465.63-02; 101-3536-421.63-02 and 101-4440-451.63-02.
Local preference does not apply when using a cooperative purchase program.
IMPACT STATEMENT:
This purchase is vital to the daily operations of the various divisions. By purchasing updated equipment, down time due to equipment issues and maintenance costs will decrease.
RECOMMENDATIONS:
To approve purchase of eight Toshiba multi-function copiers and maintenance from KKC Imaging Systems of Aurora, IL.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution to approve the purchase of eight Toshiba multi-function copiers and quarterly maintenance from KKC Imaging Systems of Aurora, Illinois through the Sourcewell Cooperative Contract.
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, 2023 budget had approved decision packages to purchase eight multi-function copiers for Human Resources Training and Development, Community Services, Economic Development, Aurora Police Department and Parks; and
WHEREAS, the pricing for the Toshiba multi-function copiers was received through the Sourcewell Cooperative Contract #030321-TOS and a 10% quantity discount; and
WHEREAS, KKC Imaging Systems of Aurora is a local provider that will also provide toner and routine maintenance; and
WHEREAS, Funds have been budgeted in 2023 is the following accounts: 101-1006-419.63-02; 101-1302-419.63-02; 101-1830-465.63-02; 101-3536-421.63-02 and 101-4440-451.63-02; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: hereby approve the purchase of eight Toshiba multi-function copiers in the amount of $66,759.30 through the Sourcewell Cooperative Contract and quarterly maintenance through KKC Imaging Systems, Aurora, Illinois and authorize the Director of Purchasing to issue the necessary orders.