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TO: Mayor Richard C. Irvin
FROM: Lieutenant William Hull # 954
DATE: 02/01/2018
SUBJECT:
A Resolution to approve the purchase of 1 Toshiba es4505ac and 5 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 February 13, 2018
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. In addition, we will be adding a copier to the Evidence storage area for use by the evidence custodian managers and evidence handlers.
BACKGROUND:
Many of the copiers currently being used in the Aurora Police Department were purchased in November, 2009. These copiers, now almost 8 years old are starting to require monthly and in some cases; weekly service calls. Currently the Aurora Police Department has 20 copy machines in use; this purchase is an approved 2017 decision package and is now in the second 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. As previously mentioned, we will be adding a new copier in the evidence storage area where our evidence custodian managers and evidence handlers work. This area is a secured location where a very limited number of authorized people are ever allowed to enter. However, this small group of people are responsible for storing, organizing, processing and checking out items of evidence to officers, attorneys, prosecutors and crime labs. They are responsible for sending and receiving faxes, emails and copies of evidence processing forms. They need a copier in their work space to perform their duties in a more efficient manner. As it is right now all copy machines are outside of their work space and each and every time they walk in our out of the two secured doors they are required to log in and log out of the work space. Having this new copy machine will reduce these employees from doing this.
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 1 es4505ac, color copier at the cost of $8,360.00 and 5 es4508a, black & white copiers at a cost of $5,252.00. These 6 copiers would have a total cost of $34,620.00. 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.
Funds are available for this purchase and will be made from account 101-3536-421.63-02.
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 1 es4505ac color copier and 5 es4508a 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 1 Toshiba multi-function color copier and 5 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 (6) 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, funds have been budgeted for this purchase in 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 1 Toshiba multi-function color copier and 5 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