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TO: Mayor Richard C Irvin
FROM: William Hull, Lieutenant
DATE: 03/18/2021
SUBJECT:
A Resolution to approve the purchase of five Toshiba es4518A 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 Public Health, Safety and Transportation Committee.
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 copiers that require constant repair.
BACKGROUND:
All five of the copiers currently being replaced were purchased in November 2009. These copiers, now almost 12 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 fourth 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 five black and white multi-function copiers (Toshiba e-studio 4518A).
Note, these copiers were due to be replaced last year (2020) but due to COVID 19 the approved 2020 funds were carried-over into 2021.
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 five Toshiba e-studio 4518A, black & white copiers at a cost of $5,324.00. These five copiers would have a total cost of $26,620.00. 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.
2021 Funds are available in the amount of $26,620.00 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 or weekly basis. This said, our maintenance costs have increased exponentially with our older machines and it is not cost effective to continually repair them.
RECOMMENDATIONS:
I recommend the Public Health, Safety and Transportation Committee approve the purchase of five Toshiba e-studio 4518A multi-function black & white copiers for the Aurora Police Department.
cc: Public Health, Safety and Transportation Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution to approve the purchase of five Toshiba es4518A 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 Public Health, Safety and Transportation Committee.
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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, $26,620.00 has been budgeted in 2021 (a carryover from 2020) 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 five Toshiba multi-function black & white copiers in the amount of $26,620.00 from the TIPS Cooperative Contract and quarterly maintenance, through Kopy Kat Imaging, Aurora, Illinois for the Aurora Police Department.