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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 ...
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