To: Board of Supervisors
From: Marla Stuart, Employment and Human Services Director
Report Title: Copiers and Printers with UBEO West LLC
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute a purchase order amendment to PO 17752 and PO 27245 on behalf of the Employment and Human Services Director with UBEO West LLC to increasing the payment limit by $63,794 to a new limit of $3,354,169 and by $116,776 to a new limit of $414,914, respectively, to purchase Multi-function Copier and printer services under the terms of a master agreement between the County and the company and extend the effective dates to December 23, 2019, through June 30, 2026, for both purchase orders.
FISCAL IMPACT:
8% County General Fund; 38% State; 54% Federal for both purchase orders (PO 17752 and PO 27245), all budgeted in FY 25/26.
BACKGROUND:
Ray A. Morgan (UBEO West LLC) was selected as a result of the competitive bid process held by Contra Costa County Public Works on behalf of all County departments and coincides with the Master agreement approved by the Board of Supervisors on July 23, 2019 (Item C 44).
UBEO West LLC provides valuable multi-function copier services, maintenance and supplies for the Employment and Human Services Department’s 550+ copier devices. The Board of Supervisors approved PO 017752 on 07/28/2020 (item C.52) and three subsequent amendments on January 11, 2022 (item C74), October 4, 2022 (item C.57), and November 29, 2022 (item .C89), for a total of $3,290,375, for the period December 23, 2019, through December 23, 2025.
The Department is requesting approval for final Purchase Order amendments in the amount of $63,794 to cover close out invoices for PO 017752, and the amount of $116,776 to cover close out invoices for PO 27245 for the Community Services Bureau.
This vendor was selected per procurement requirements outlined in Administrative Bulletin 600.3.
CHILDREN'S IMPACT STATEMENT:
This agreement/contract supports all five of the community outcomes established in the Children's Report Card: (1) "Children Ready for and Succeeding in School"; (2) "Children and Youth Healthy and Preparing for Productive Adulthood"; (3)"Families that are Economically Self-Sufficient"; (4) "Families that are Safe, Stable and Nurturing"; and (5) "Communities that are Safe and Provide a High Quality of Life for Children and Families,” by supporting staff working directly with families and children.
CONSEQUENCE OF NEGATIVE ACTION:
Employment and Human Services will be unable to provide valuable printer services to all EHSD programs, clients, and infrastructure staff.