Title
Procurement and Contracts, a division of the Chief Administrative Office, recommending the Board:
1) Make findings in accordance with Board Procurement Policy C-17 that it is in the best interest of the County and makes good business sense to extend the current Countywide copier rental program with UBEO West, LLC (doing business as UBEO Business Services) for an additional three years at the same contract price and under the same terms and conditions as the prior contract;
2) Authorize the Purchasing Agent to extend current individual purchase contracts and issue new individual purchase contracts on an "as needed" basis for the placement of new copiers countywide under the extended term; and
3) Authorize the Purchasing Agent to increase the individual purchase contracts on an as-needed basis during the extended period as long as funding is available within the requesting department's budget.
FUNDING: Various, as departments have included appropriations copier rentals in their respective budgets.
Body
DISCUSSION / BACKGROUND
On September 22, 2020, the Board of Supervisors awarded Request for Proposals (RFP) 20-985-037 to Ray Morgan Company of Roseville, CA (now operating under the business name of UBEO West, LLC, doing business as UBEO Business Services) for a new countywide convenience copier rental program for an approximate period of five years following Board approval. There are approximately 220 copiers placed throughout County departments, each with an approximate 60-month rental term. Each copier expires at a different time based on when the machines were placed into service. The rental term for the first copier placed into service under this program is set to expire in November of 2025.
In April of this year, UBEO West, LLC submitted an offer to Procurement and Contracts to extend the term of all copiers placed under the copier rental program for a three-year period with all pricing, terms, and conditions remaining the same as awarded in RFP 20-985-037. Additionally, the offer maintains existing rates for Maintenance and Toner Supply Click Charges (for black/white and color copiers) during the extended term. The proposal also includes a continued guarantee to replace any service-intensive machine with a like or better machine at no additional cost. Any new additional machines placed into service would be at original program rates for a 60-month term and at the rates of the original contract pricing. New equipment would be subject to possible tariff increases, if applicable.
Procurement and Contracts conferred with staff from Information Technologies and solicited input from departments regarding the level of satisfaction with the machines and services provided under the current copier rental program. Staff expressed satisfaction with the deployment of the copiers and the equipment and services received. Additional benefits to extending the terms of the copier rental program is to save Information Technologies both time and manpower in implementing a new copier rental and monitoring program.
In accordance with Board of Supervisors Policy C-17, 3.4(5) Exemptions from Competitive Bidding, Competitive bidding for goods or services shall not be required when the awarding authority makes written findings of fact that it is in the best interest of the County to extend a contract award from the previous contract period for additional contract terms provided the contractor agrees to continue to furnish the goods or services at the same contract price and under the same terms and conditions as the prior contract. This finding shall be made only when one of the following conditions exists:
a) The extension is necessary to avoid the interruption of County business; or
b) The extension makes good business sense.
Staff has determined that this request meets the above requirements.
ALTERNATIVES
The Board could direct Procurement and Contracts to issue a new RFP for a countywide copier rental program.
PRIOR BOARD ACTION
Legistar file 20-1068 - September 22, 2020 - Board awarded RFP 20-985-037 to Ray Morgan Company of Roseville, CA (now operating under the business name of UBEO West, LLC, doing business as UBEO Business Services)
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Information Technologies Department
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
Each County department that issues purchase contracts for copier rentals is responsible for ensuring that sufficient appropriations are included in their Fiscal Year operating budget and will be included in future budgets.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Michele Weimer, Procurement and Contracts Manager/Purchasing Agent