Title
Chief Administrative Office, Procurement and Contracts Division, recommending the Board: (1) award Request for Proposal 07-986-090 for a new copier rental program to Xerox Corporation of Sacramento, California for a period of five (5) years following Board approval; and (2) authorize the Purchasing Agent to issue individual blanket purchase orders on an "as needed" basis for the placement of copiers County wide.
RECOMMENDED ACTION: Approve.
FUNDING: General Fund and Non-General Fund.
Body
REASON FOR RECOMMENDATION: Procurement & Contracts issued a Request for Proposal for a new countywide convenience copier rental program.
There are one hundred sixty (160) Xerox copiers currently placed throughout County departments with a 60 month rental term. Each copier expires at different times during the next five years. As each copier rental term expires, they will be replaced under the terms, conditions and pricing of the new copier rental program contained in the Request for Proposal. There are sixteen (16) different classes of copiers placed throughout the County with varying options and network connectivity features. Copiers are frequently upgraded, replaced when existing rental terms expire, and new copiers added as departments relocate or establish new offices. As a result, the total cost of copier program County wide cannot be predicted. Depending on the class of copier and optional features selected the monthly copier rental cost ranges from approximately $1,104.00 to $7,104.00.
Seven (7) Request for Proposals were issued, one (1) to a local vendor; four (4) responses were received, one (1) from a local vendor.
In accordance with Board of Supervisors Policy C-17, Section 7.10 proposals responses were evaluated by personnel from the Procurement and Contracts Division, Information Technologies, Information Technologies staff within the District Attorney's office. Responses were evaluated on the basis of proposal content and presentation, compliance with administrative requirements, ability to meet scope of services, ability to provide all requested equipment and optional features, experience, qualifications, references, and cost. Xerox is recommended as the successful proposer whose copier program best meets the needs of the County.
The County Officer responsible for administering this program is Bonnie H. Rich, Purchasing Agent.
FISCAL IMPACT/CHANGE TO NET COUNTY COST: Procurement and Contracts has been advised that funding is available within each department's services and supplies budget.
ACTION TO BE TAKEN FOLLOWING APPROVAL: Following Board approval, the Purchasing Agent will issue individual blanket purchase orders to replace expiring copiers and to rent new copiers on an "as needed" basis.
CONTACT: Bonnie H. Rich, Purchasing Agent x5940
CONCURRENCES: Not Applicable