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Committee approves RFP to buy new copiers, cites tariff deadline and circuit clerk award
Summary
Stephenson County Administration Committee approved posting an RFP for countywide copier equipment and services, using funds from a technology award received by the circuit clerk; officials said a tariff taking effect March 31 could raise costs by about $60,000 if orders are not placed first.
Stephenson County’s Administration Committee voted to approve a request for proposals to buy and standardize copier equipment across county departments (except the nursing home), a move county staff said will consolidate multiple contracts and use funds from a technology award obtained by the circuit clerk.
Committee members said the purchase is tied to a technology award of roughly $364,000 the circuit clerk’s office received. County staff warned vendors that a tariff scheduled to take effect March 31 would increase the county’s cost by roughly $60,000 if equipment orders are not placed before that date. The RFP will be publicly posted and open for at least the five days required by county code; the public opening was scheduled for March 26 at 10 a.m., and staff asked the full county board to hold a special meeting March 27 at 6 p.m. to consider any bids.
Why it matters: County officials said co-terming copier contracts will simplify renewals, reduce multiple renewal dates and lock in current pricing before the tariff change. Staff also noted that, if the incumbent vendor is not the successful bidder, the winning vendor may have to buy out the existing contract; the RFP text includes a stated payoff figure tied to the current contract.
Details and process: The packet distributed to committee members shows 39 pieces of equipment intended to be purchased under the award. Committee members discussed the RFP language and confirmed that the award’s terms do not preclude the county from pursuing the consolidated purchase. Staff confirmed the RFP will be advertised for the minimum five-day period required by county code; bids will be opened publicly on March 26 and then presented to the full county board the following week for award.
Formal action: The committee moved and seconded to approve posting the RFP “as presented” and conducted a voice vote. Members indicated “aye” and the motion carried by voice vote; no roll-call tally was recorded in the transcript.
Next steps: The RFP will be posted, bids opened March 26, and the county board will consider award at a special meeting March 27. If the bids exceed the award or the incumbent is not the winning vendor, staff advised the committee about potential contract buyout and funding implications.
