DATE: December 3, 2024
TO: Board of Supervisors
SUBMITTED BY: Edward Hill, Chief Operating Officer/ Interim Director of Internal Services/ Chief Information Officer
SUBJECT: Lease and Maintenance Agreement for Digital Copiers with Jones-Walbaum Corporation, dba American Business Machines
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a Lease and Maintenance Agreement with Jones-Walbaum Corporation, dba American Business Machines, to lease three black-and-white high-speed digital copiers and one color high-speed digital copier, effective December 9, 2024, for a sixty-month term, total not to exceed $506,952.
REPORT
There is no additional Net County Cost associated with the recommended action, which will allow the Internal Services Department (ISD) - Graphic Communication Services Division (ISD-Graphics) to contract with Jones-Walbaum Corporation, dba American Business Machines (ABM) for the lease of three black-and-white high-speed digital copiers and one color high-speed digital copier. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, ISD-Graphics will not have the copier equipment necessary to maintain current operations and support to user departments.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. Costs associated with the recommended agreement will not exceed $506,952 for the total sixty-month lease term and are covered through charges to user departments. Sufficient appropriations and estimated revenues are included in the ISD - Information Technology Services Division Org 8905 FY 2024-25 Adopted Budget and will be included in future budget requests.
DISCUSSION:
On July 16, 2024, the County issued Request for Proposal (RFP) No. 25-004 for the lease and maintenance of three high-speed, high-volume digital black-and-white copiers and one high-speed, high-volume digital color copier. ISD-Graphics will use these copiers to assist user departments countywide with services that include, but are not limited to, the printing of pamphlets, mailers, letters, budget documents, and benefits packets. The response period for RFP No. 25-004 closed on August 12, 2024; and eight responsive submissions and one non-responsive submission were received. The eight responsive bidders were: ABM; California Business Machines, Inc.; Caltronics Business Systems; Inland Business Systems, Inc.; Konica Minolta Business Solutions U.S.A, Inc.; Ricoh USA, Inc.; Sharp Electronics Corporation; and UBEO Business Services.
An evaluation panel composed of representatives from ISD evaluated each proposal solely based on the requirements of the RFP. Each evaluator individually reviewed each proposal on its own merit, based on bidder-provided data, capability, and qualifications. The evaluation panel recommended the proposal submitted by ABM for award, for the lease and maintenance of copiers under the terms described in the RFP. The recommendation for award was based on ABM’s offered copiers and their respective base-model capabilities, competitive pricing, and a locally based support services team.
The evaluators concluded that ABM had the expertise, experience, significant locally based support team, and competitive pricing that would provide the greatest benefit to the County, and that the proposal from ABM met the RFP requirements better than the proposals received from the other responding vendors.
Approval of the recommended Agreement will allow the County to lease three high-speed, high-volume black-and-white digital copiers, and one high-speed, high-volume color digital copier, and receive maintenance and support services for the copiers from ABM, enabling ISD-Graphics to meet the needs of departments countywide.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Lease and Maintenance Agreement with ABM
CAO ANALYST:
Ahla Yang