DATE: January 23, 2024
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director, Internal Services/Chief Information Officer
SUBJECT: Retroactive Agreement with California Business Machines, Inc.
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that is in the best interest of the County to suspend the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances, to purchase new copiers for County departments and also maintain the County's existing copiers; and
2. Approve and authorize the Chairman to execute a retroactive Agreement with California Business Machines, Inc. for the purchase and maintenance of new and existing copiers used throughout County departments, retroactive to January 8, 2024, for an initial three-year term with two optional one-year extension, total not to exceed $6,000,000.
REPORT
Approval of the recommended actions will allow the Internal Services Department-Purchasing Division (ISD-Purchasing) to continue using California Business Machines, Inc. (CBM) for the purchase and maintenance of copiers, as CBM is the only local Authorized Kyocera Managed Document Services (MDS) dealer in the Central Valley that can provide maintenance and support services for the copiers operated by the County, which have been customized for the County's use. The item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended actions, the County will be subject to higher pricing for the purchase and maintenance of copiers, until a new agreement can be executed. The County would still need to maintain its current contract with CBM for maintenance, as the County currently owns approximately 629 Kyocera copiers, and CBM is the only local authorized dealer for Kyocera.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
ISD-Purchasing's request for suspension of the competitive process is consistent with Administrative Policy No. 34 as CBM is the only local authorized Kyoce...
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