HomeMy WebLinkAbout208 - Photocopier Procurement CITY OF REDDING, CALIFORNIA
Council Policy
• SUBJECT Resolution Policy Effective
Number Number Date Page
PHOTOCOPIER PROCUREMENT 93-001 208 01-05-93 1
BACKGROUND
Photocopying is an essential element in the daily work environment. Recently, the
centralized Reproduction Division merged with the Printing Division in an effort to
provide both services in a more efficient and economical manner. Centralized
procurement, maintenance and volume-supply purchasing continues to provide the most
cost effective manner in which to acquire both equipment and supplies. Previously, the
City conducted a comprehensive materials survey and needs assessment every three to
five years (or sooner if warranted) to determine which photocopy equipment best met the
selection criteria. This process will continue under the direction of the Administrative
Services Department.
PURPOSE
The purpose of this policy is to increase cost savings by establishing guidelines for the
budget process, selection criteria and procurement procedures for all photocopying
equipment and operating supplies for all City departments.
POLICY
• It is the policy of the City Council of the City of Redding that all City departments will
follow the identified budget process and selection criteria. Every three to five years (or
when practicable) the Printing Division Supervisor and Purchasing Officer will conduct
a comprehensive market survey and needs analysis and will determine the selection
criteria. The Printing Division Supervisor and Purchasing Officer will coordinate all
photocopier procurements. To the extent practicable, the City will use a competitive bid
process to procure such equipment.
PROCEDURE
Budget Process:
1 . The Printing Division 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 Printing
Division Supervisor.
3. All requests will be reviewed by the Printing Division Supervisor and the
Purchasing Officer, who will submit a recommendation to the Director of
Administrative Services.
4. Once equipment is recommended, a capital outlay will be recorded in the
reproduction budget and a per copy charge will be allocated through the Printing
Division budget to the individual department or division.
5. All requested capital outlay must have final budget recommendation and approval
• by the City Manager and City Council.
6. The Director of Administrative Services will be responsible for preparing agenda
items for Council action.
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CITY OF REDDING, CALIFORNIA
Council Policy
• SUBJECT Resolution Policy Effective
Number Number Date Page
PHOTOCOPIER PROCUREMENT 93-001 208 01-05-93 2
Selection Criteria:
Departments will identify copying needs. The Printing Division Supervisor and the
Purchasing Officer will conduct the market survey. Equipment criteria shall include the
following:
► Cost of equipment, supplies and maintenance
► Photocopier speed
► Photocopier functions
► Maintenance (response time, terms, manufacturer maintenance vs. vendor
maintenance)
► Demonstrated capabilities of equipment and supplier
Procurement:
1 . The Printing Division, in cooperation with the Purchasing Officer, will place all
equipment and supply orders.
2. City Hall departments will place maintenance calls with Printing Division staff. All
outlying City departments will be responsible for placing their maintenance calls
directly with the vendor/manufacturer.
• 3. All departments will designate a contact person for the needs analysis process and
equipment maintenance contacts.
4. Individual departments will be responsible for the location, placement, and
electrical requirements for the installation of new equipment.
Amended on August 15, 1995, by Resolution No. 95-205
•
F.0091 .7/93