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...
Click here for full text