HomeMy WebLinkAboutReso 93-001 - Establishing & Adopting a Photocopy Procurement Policy RESOLUTION NO. cI-�
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF REDDING
ESTABLISHING AND ADOPTING A PHOTOCOPY PROCUREMENT
POLICY.
WHEREAS, the City Council of the City of Redding is charged
with the responsibility of establishing municipal policies to
guide the various functions of the City and, where necessary, to
establish procedures by which functions are performed; and
WHEREAS, regulatory policies established by the City Council
are usually adopted by Ordinance and included in the Municipal
Code. However, other policies are also established, which by
their nature do not require adoption by Ordinance; these policy
statements, adopted by Resolution of the City Council, need to be
consolidated in a reference document for easy access; and
WHEREAS, on August 4, 1987 , by Resolution No. 87-261, City
Council adopted a Council Policy Manual to achieve said
objectives; and
WHEREAS, City Council wishes to establish a Photocopier
Procurement Policy, a copy of which is attached hereto and
incorporated herein by reference;
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of
the City of Redding as follows:
1 . That all of the above recitals are true and correct. =
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2. That the Policy attached hereto be and hereby is
adopted as the Council Photocopier Procurement Policy of the City
of Redding.
3 . That said Policy be incorporated in the Council Policy
Manual.
I HEREBY CERTIFY that the foregoing Resolution was
introduced and read at a regular meeting of the City Council of
the City of Redding on the 5th day of January , 1993 , and was
duly adopted at said meeting by the following vote:
AYES: COUNCIL MEMBERS: Anderson, Arness, Dahl, Kehoe & Moss
NOES: COUNCIL MEMBERS: None
ABSENT: COUNCIL MEMBERS: None
ABSTAIN: COUNCIL MEMBERS: None
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CHARLIE MOSS, Mayor
City of Redding
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CONNIE STROHMAYER, y Clerk
FORM PROVED:
RAN&T.T. A. HAYS, Ci ofAttorney
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CITY OF REDDING, CALIFORNIA
COUNCIL POLICY
SUBJECT RESOLUTION POLICY EFFECTIVE PAGE
NUMBER NUMBER DATE
PHOTOCOPIER PROCUREMENT POLTCY
BACKGROUND
Photocopying is an essential element in the daily work environ-
ment. Previously City departments utilized decentralized,
multi-vendor solutions for photocopy needs . A pilot program
using single source procurement, maintenance and volume supply
purchasing realized significant annual cost savings.
PURPOSE
To increase cost savings by establishing general guidelines for
the budget process , selection criteria, and procurement
procedures for all photocopying equipment and operating
materials for City departments .
POLICY
It is the policy of the City of Redding that all City depart-
ments will follow the identified budget process and selection
criteria. Records Management Supervisor and Purchasing Officer
will conduct, every three to five vears or when practicable , a
comprehensive market survey, needs analysis and will determine
which equipment best meets the selection criteria. Records
Management Supervisor and Purchasing Officer will coordinate all
photocopier procurements . All procurements will be leased with,
generally, three to five vear terms . Allowances will be made to
actually purchase photocopiers when grant monies or special
revenue sources are being utilized.
PROCEDURES
Budget Process
1 . The Records Management Supervisor will advise departments
prior to the budget process of lease expirations so that
they may ascertain their photocopier needs for the next
three to five years .
2 . Individual departments will submit a photocopier needs
survey to the Records Management Superivsor.
3 . All requests will be reviewed by the Records Management
Supervisor and the Purchasing Officer who will submit
recommendation to the Budget Services Officer .
4 . Once equipment is recommended a capital outlay will be
recorded in the Reproduction Division budget and a per
copy charge will be allocated through the Reproduction
Division budget to the individual department/division.
CR 0049
CITY OF REDDING, CALIFORNIA
' COUNCIL POLICY
SUBJECT RESOLUTION POLICY EFFECTIVE PAGE
NUMBER NUMBER DATE
PHOTOCOPIER PROCUREMENT POLICY
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Budget Process Continued
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5 . All requested capital outlay must have final budget
recommendation and approval by the City Manager and
City Council .
6 . The Records Management Supervisor will be responsible for
preparation of agenda items for Council action.
Selection Criteria
Departments will identify copying needs. The Records
Management Supervisor and the Purchasing Officer will conduct
the market survey. Equipment criteria shall include the
following:
* Costs - equipment, supplies and maintenance
* Photocopier speed
* Photocopier functions
* Maintenance - response time, term, manufacturer
maintenance vs . vendor maintenance
* Demonstrated capabilities of equipment and supplier
Cost will not be the singular guiding issue in the selection
process .
Procurement
1 . The Records Management Supervisor will place a]_1 equipment
and supple orders .
2 . City Hall departments will place maintenance calls with
Records Management personnel. All outlying City
departments will be responsible for placing their
maintenance calls directly with the vendor.
3 . All departments will designate a contact person for the
needs analysis process and equipment maintenance
contacts.
4 . The individual department will be responsible for the
location, placement and electrical requirements for
installation of new equipment.
CR 0049