Title
Chief Administrative Office, Procurement and Contracts Division, recommending the Board:
1) Award RFP 20-985-037 to Ray Morgan Company of Roseville, California for a new copier rental program for a period of five (5) years following Board approval;
2) Authorize the Purchasing Agent to issue individual purchase contracts on an "as needed" basis for the placement of copiers countywide; and
3) Authorize the Purchasing Agent to increase the purchase contracts on an "as needed" basis during the awarded period as long as funding is available within the requesting department's budget.
FUNDING: General Fund and Non-General Fund.
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DISCUSSION / BACKGROUND
The Procurement and Contracts Division issued a Request for Proposals (RFP) for a new countywide copier rental program. In September, 2012, the County issued a similar RFP that was awarded to Discovery Office Systems for a five year period. The contract with Discover was extended for an additional three years in 2017. Due to the fact that eight years has passed since the original RFP, Procurement and Contracts decided to release a new RFP for the countywide copier program. Ray Morgan Company of Roseville was the successful bidder.
There are approximately two hundred twenty (220) Kyocera copiers currently placed throughout County departments. These copiers will be replaced under the terms, conditions and pricing of the new copier rental program in accordance with the new copier rental RFP. There are nine primary classes of copiers placed throughout the County with varying options and network connectivity features. Copiers are frequently upgraded or replaced when existing rental terms expire, and new copiers added as departments relocate or establish new offices. As a result, the total cost of the 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 $20 up to $490.
Sixteen (16) Request...
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