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TO: Mayor Richard C. Irvin
FROM: Lieutenant William Hull # 954
DATE: 04/18/2019
SUBJECT:
A Resolution to approve the purchase of two Toshiba es4518A and three Toshiba es4515ac multi-function copiers and quarterly maintenance from KKC Imagining of Aurora, Illinois through the TIPS Cooperative Contract, Region 8 Education Service Center, Pittsburg, Texas, recommended to the Finance Committee on May 14, 2019
PURPOSE:
To purchase replacement copy machines for the Aurora Police Department. These copiers are essential for day to day operations in all areas of the department and will replace aging and copiers that require constant repair.)
BACKGROUND:
A number of the copiers currently being used in the Aurora Police Department were purchased in November 2009. These copiers, now almost 10 years old are starting to require monthly and in some cases; weekly service calls. Currently the Aurora Police Department has 21 copy machines in use; this purchase is an approved 2017 decision package and is now in the third year of a 5 year replacement rotation, which will continue for the duration of the department, thus allowing us to replace a small group of copiers every year on a five year cycle. We are purchasing three color copiers to replace existing color copiers (es4515ac), however, one of the color models with have a larger finisher on it for use in our Records Department. The larger finisher can handle a larger number of copies as well as additional collating trays. Records is responsible for supplying FOIA's, copies of case files to State's Attorney's offices, copies to private attorneys, insurance companies and citizens needing reports. The larger finisher is a necessity in records due to the increase in copies needed. This larger finisher (on one es4515ac only) will add an additional cost of $293.00.
DISCUSSION:
Copiers are a daily necessity at the Aurora Police Department and given the state of our old copiers; we are in need of replacement units. Upon receiving authorization to purchase new copiers we would purchase two es4515ac, color copier at the cost of $8,379.00, one es4515ac with a MJ1110 Finisher at a cost of $8,672.00 and two es4518a, black & white copiers at a cost of $5,324.00. These five copiers would have a total cost of $36,078.00. Pricing for these copiers was secured through "The Inter-local Purchasing System" (TIPS) Cooperative Contract; providing the lowest, most responsible pricing for these Toshiba copiers.
2019 Funds are available in the amount of $36,500.00 for this purchase and will be made from account 101-3536-421.63-02.
Local preference does not apply when using a cooperative purchase program.
IMPACT STATEMENT:
This purchase is vital to the daily operations of the Aurora Police Department. As previously stated; a number of our copiers have reached a point where service is required on a monthly basis. This said, our maintenance costs have increased exponentially with our older machines and it is not cost effective to keep having to repair.
RECOMMENDATIONS:
I recommend the Finance Committee approve the purchase of three es4515ac color copiers and two es4518A black & white copiers for the Aurora Police Department.
cc: Alderman O’Connor, Chairman
Alderman Mesiacos
Alderman Bugg
Alderman Mervine, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Authorizing the purchase three Toshiba multi-function color copier and two Toshiba multi-function black & white copiers and quarterly maintenance from The Interlocal Purchasing System (TIPS) Cooperative Contract through Kopy Kat Imaging, Aurora, Illinois for the Aurora Police Department Police Headquarters.
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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, The Aurora Police Department desires to purchase five (5) Toshiba multi-function copiers for the day to day operational needs of the department; and
WHEREAS, the pricing for the Toshiba multi-function copiers was received through the TIPS Cooperative Contract, a competitively bid cooperative used for previous purchases; and
WHEREAS, $36,500.00 has been budgeted in 2019 for this purchase in account 101-3536-421.63-02; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: hereby approve the purchase of three Toshiba multi-function color copier and two Toshiba multi-function black & white copiers in the amount of $36,078.00 from the TIPS Cooperative Contract and quarterly maintenance, through Kopy Kat Imaging, Aurora, Illinois for the Aurora Police Department.