DATE: January 8, 2019
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
SUBJECT: Agreement with California Business Machines, Inc.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with California Business Machines, Inc. for the purchase, rental, and maintenance of copiers, effective upon execution, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $4,000,000.
REPORT
Approval of the recommended action will allow the Internal Services Department - Purchasing Division (ISD-Purchasing) to contract with California Business Machines, Inc. for the purchase, rental, and maintenance of copiers and related equipment on an as needed basis for all County departments. This item is countywide.
ALTERNATIVE ACTION(S):
If the Board does not approve the recommended action, the County could be subject to higher non-contracted pricing for the purchase, rental, and maintenance of copiers until a new Agreement can be executed.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. All costs associated with the purchase, rental, and maintenance of copiers are charged directly to the requesting department. Each requesting department will need sufficient appropriations for the use of this contract within their FY 2018-19 Approved Budget.
DISCUSSION:
On December 8, 2016, San Luis Obispo County issued a request for bids for copier purchase, rental, and service pricings. Four companies submitted bids. On January 20, 2017, the bid was awarded to Coastal Copy, Inc., an authorized Kyocera Managed Document Services (MDS) Dealer. The bid included a piggyback clause to extend Kyocera pricing to local governments through all Kyocera authorized dealers.
The County of Fresno Purchasing Manual stipulates that products and services may be procured when they have bee...
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