250-13
COPIER AND FAX MACHINE PROCUREMENT, MANAGEMENT, AND USAGE CURRENTLY UNDER REVIEW

POLICY & PROCEDURE

Subject:

COPIER AND FAX MACHINE PROCUREMENT, MANAGEMENT, AND USAGE

Index: Finance & Information Services

Number:    250-13

Effective Date

8/1/2004

Supersedes

N/A

Page

1 of 4

Staff Contact

Victoria Runkle

Approved By

Mayor Kathy Keolker-Wheeler

1.0 PURPOSE:

To establish a citywide policy and procedure that assigns central management responsibility, and assigns responsibilities to each department/division regarding: procurement of new copier and fax equipment, maintenance contracts, usage tracking, equipment maintenance, purchase order processing, procurement of operating supplies, and equipment usage.

2.0 ORGANIZATIONS AFFECTED:

All departments/divisions.

3.0 REFERENCES:

Ordinance No. 4408, Section V, Paragraph G

Policy & Procedure 400-12, Recycled Product Procurement, Section 6.1.G

4.0 POLICY:

It is the policy of the City of Renton to centrally control the purchase, lease, or rent of all copiers and fax machines based on the needs of the departments/divisions. It is also the policy of the City of Renton to centrally manage and control the negotiation and approval of all maintenance contracts on all copiers and fax machines. The Information Services (IS) Division of the Finance & IS Department is assigned to central management and control responsibilities.

No city department/division is allowed to individually contract, purchase, lease, rent, or obtain a copier or fax machine that is not negotiated and procured through the central process controlled and managed by the IS Division.

This policy is necessary to control and standardize the copier and fax equipment used by the City to insure that the city obtains the best government pricing available for copier and fax equipment, maintenance services, accessories, and operating supplies.

5.0 DEFINITIONS:

5.1    Copier. A copier is defined as equipment capable of reproducing printed matter onto a variety of media, such as various types of paper or transparency material.

5.2    Designated Department/Division Staff. For the purpose of this policy, designated department/division staff are persons in each department/division that are assigned by their department/division management to take care of maintenance, supplies, taking and reporting usage counts, obtaining required supplies, and processing related copier or fax invoices for payment.

5.3    Fax. A fax is defined as equipment capable of scanning a document, and sending or receiving a picture of a document via the phone system.

5.4    IS Division. For the purpose of this policy, the IS Division is the Information Services Division of the Finance & Information Services Department. Contact the IS Help Desk at 425.430.6870.

5.5    Staff. For the purpose of this policy, staff means designated department/division staff (see above definition).

5.6    Both Sides. For the purpose of this policy, both sides means two-sided copying or duplex copying.

6.0 PROCEDURE:

6.1    Information Services Division’s (IS Division) Responsibilities:

6.1.1    The IS Division oversees and manages this copier/fax policy and procedure. Information Services is responsible for the centralized management and control on the purchase, lease, or rental of copier and fax equipment and maintenance contracts for the City of Renton.

6.1.2    The IS Division is responsible for maintaining a record of all copiers and fax machines within the city, which record includes the make, model, serial number, purchase information, and other identified data. IS uses this record to identify the equipment assets and to identify equipment that needs to be upgraded or downgraded. Specific information (serial numbers, model numbers, etc.) on copier/fax machines will be provided to the IS Division by designated department/division staff when requested by the IS Division.

6.1.3    It is the sole responsibility of the IS Division to contact copier/fax vendor(s) to identify and negotiate the purchase, lease, or rental of copier and fax equipment.

6.1.4.    It is the sole responsibility of the IS Division to identify and negotiate maintenance agreements for purchased, leased, or rented copier and fax equipment.

6.2    Department/Division Management Responsibilities:

6.2.1    Responsible for identifying the staff member that will work with the IS Division in procuring new equipment.

6.2.2    It is the responsibility of department/division management to assign a support staff member(s) to the responsibility of overseeing and managing the care of every fax/copier within the department and/or division.

6.3    Designated Department/Division Staff Responsibilities:

6.3.1    It is the responsibility of designated department/division staff to assure that the vendor has programmed the appropriate user codes for their department/division into any new equipment.

6.3.2    It is the responsibility of designated department/division staff to take the usage count as directed by the IS Division.

6.3.3    Designated department/division staff shall assure that all supplies required by the copier or fax equipment under their responsibility are in stock and available for the equipment. Maintaining supply stock assures that copier and fax equipment can stay in full operation. Staff shall arrange directly with the copier/fax vendor for the procurement of any needed supplies (i.e., chemicals [toner] or other supplies [staples]) or with other suppliers* if applicable. (*Supplies for some older equipment can be obtained at less cost from suppliers other than the original equipment vendor.)

6.3.4    Department/division staff shall obtain their paper supplies from the Print/Mail Services.

6.3.5    Designated department/division staff shall place all needed service calls for the assigned fax or copy equipment. All maintenance or repair service calls must be handled in accordance with the maintenance contract between the city and the vendor for that equipment. Designated department/division staff shall forward service and delivery receipts to the IS Division.

6.3.6    It is the responsibility of designated department/division staff to process for payment, through the purchase order process, the monthly invoices for all copiers and fax machines within their respective department/division. Contact the IS Division for direction on what account number should be charged for copiers/fax machines.

6.4    Copier/Printer Usage:

6.4.1    It is the responsibility of every city employee and volunteer, whenever feasible, to make copies or print documents double-sided. This is also stated in Ordinance No. 4408, Section V, paragraph G; and Policy & Procedure 400-12, Recycled Product Procurement, Section 6.1.G.

6.4.2    To reduce costs, high volume print jobs are to be referred to the Print/Mail Services for production. Print/Mail Services maintains both black/white and color copiers intended for high volume, high speed production.