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TO: Mayor Richard C. Irvin
FROM: Lieutenant William Hull # 954
DATE: 08/07/2017
SUBJECT:
A Resolution to approve the purchase of 3 Toshiba es4505ac, 1 Toshiba es5508A and 1 Toshiba es4508a 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 August 22, 2017.
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 broken copiers.
BACKGROUND:
The copiers currently being used in the Aurora Police Department were purchased in November, 2009. The copiers, now almost 8 years old are starting to require monthly and in some cases; weekly service calls. In the past two months we have had 2 copiers completely break to the point where they are no longer serviceable. Three of the new copiers are color copiers and the other two are black and white copiers. One of the black and white copiers is a heavy duty version which will be used for our telecommunications center as it is a "high use" machine. This heavy duty version will be replacing a copier that has well over 1 million copies over its life-time and is now broken beyond repair. Currently the Aurora Police Department has 20 copy machines in use; this purchase is an approved decision package and is the beginning 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.
DISCUSSION:
Copiers are a daily necessity in the Aurora Police Department and given the state of our current copiers we are in need of replacement units. Upon receiving authorization to purchase new copiers we would purchase 3 es4505ac, color copiers at the cost of $8,360.00, 1 es5508A, black & white (heavy duty) copier a cost of $7,245.00 and 1 es4508a, black & white copier at a cost of $5,252.00. These 5 copiers would have a total cost of $37,577.00. Pricing for these copiers was secured through "The Interlocal Purchasing System" (TIPS) Cooperative Contract; providing the lowest, most responsible pricing for these Toshiba copiers.
Funding for this purchase will be made from account 101-3536-421.63-02 after a budget transfer is made from account 101-3536-421.61-40.
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 over the past 2 to 3 years.
RECOMMENDATIONS:
I recommend the Finance Committee approve the purchase of 3 es4505ac color copiers, 1 es5508A and 1 es4508a (both 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 3 Toshiba multi-function color copiers and 2 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, this being the lowest, most responsible pricing, and
WHEREAS, a budget transfer for this purchase will be submitted to account 101-3536-421.63-02;.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: hereby approve the purchase of 3 Toshiba multi-function color copiers and 2 Toshiba multi-function black & white copiers from the TIPS Cooperative Contract and quarterly maintenance, through Kopy Kat Imaging, Aurora, Illinois for the Aurora Police Department.