In July 2010, the VAH solicited bids and awarded the purchase of four copiers to Konica Minolta for use in the Police Department. Two of the copiers operate in a 24/7 environment and were estimated to last until 2015. These specific copiers produce high volume outputs daily.  Staff relies on the dependable equipment allowing officers and support staff to quickly return to other duties.  Due to the extraordinary quantities generated, two of the four copiers have reached the near end of their useful duty life-cycle and are requiring additional service calls. The current vendor, Konica Minolta, has an exceptional history of providing a timely service response while ensuring the machines in need of repair are restored to operating condition without delay.

Konica Minolta was awarded the WSCA (Western States Contracting Alliance) National Contract for copiers.  Government agencies can joint purchase from this national contract.   Prices have been compared to current costs and it would be in the best interest for the VAH/Police Department to purchase from this national contract.  In doing so, all Police Department copiers will remain uniform, standardizing user operating knowledge, supplies and service. The Police Department is very pleased with the performance of their Konica Minolta copiers and the exceptional service received.         

Recommended replacements of copiers that have reached their duty life-cycle are:

Existing Copiers         Replacement Copiers             Current Pricing

Bizhub color C360         Bizhub color C454                     $6,452.89

Bizhub B/W 501            Bizhub B/W 554                        $7,405.19

RECOMMENDATION

It is recommended that the Village Board waive competitive bidding requirements and use the WSCA national contract for the purchase of two copiers for $13,858 from Konica Minolta of Rolling Meadows, Illinois.  Sufficient funds are budgeted in account number 401-3001-572-5010 EQ9503.