HomeMy WebLinkAbout250-13POLICY & PROCEDURE
Subject:
COPIER AND FAX MACHINE PROCUREMENT, Index: Finance & Information Services
MANAGEMENT, AND USAGE Number• 250-13
Effective Date Supersedes Page Staff Contact Approved By
8/1/2004 N/A 1 of 4 Victoria Runkle j /Q `'"`..
l
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 departmenddivision 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 inedia, such as various types of paper or transparency material.
Policy: 250-13
Copier and Fax Machine Procurement,Management,and Usage
Page 2
5.2 Designated DepartmentlDivision Staff. For the purpose of this policy, designated
department/division staff are persons in each departmentJdivision that are assigned by
their departmentldivision 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 ineans 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.
Policy: 250-13
Copier and Fax Machine Procurement,Management,and Usage
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6.2 DepartmentlDivision Management Responsibilities:
6.2.1 Responsible for identifying the staff inember 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 inember(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 DepartmenVdivision staff shall obtain their paper supplies from the Print/Mail
Services.
6.3.5 Designated departmentldivision 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 departmentldivision 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 departmenddivision. Contact the IS
Division for direction on what account number should be charged for copiers/fax
machines.
Policy: 250-13
Copier and Fax Machine Procurement,Management,and Usage
Page 4
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.