To: Board of Supervisors
From: Warren Lai, Public Works Director/Chief Engineer
Report Title: APPROVE a Lease Agreement with Xerox Corporation
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Public Works Director, or designee, to execute on behalf of Print & Mail Services a participating addendum and lease agreement with Xerox Corporation, to lease Xerox printers over a 60-month lease term commencing April 24, 2024, for an amount not to exceed $1,200,000.00, under the terms of a cooperative purchasing contract available through Omnia Partners Group.
FISCAL IMPACT:
The cost is initially charged to the General Fund but recovered through charges to the County Departments. (100% User Departments)
BACKGROUND:
The Xerox IR120 Production Press and Nuvera 144 EA Press will serve as replacements for several Print and Mail Services current equipment leases, expanding our printing capabilities and efficiency while also reducing our operating costs. Having both machines leased and serviced from the manufacturer ensures that our machines are serviced in a timely manner by qualified technicians resulting in decreased downtime and increased productivity.
Xerox Corporation leases copiers and printers, and provides related software licenses, supplies, and equipment under a master contract, Contract no. R191104, awarded by Region 4 Education Service Center, a Texas public agency; This master contract is available to public agencies nationwide through the OMNIA Partners cooperative purchasing program.
The County is utilizing the Region 4 EXC contract as the basis for this proposed lease agreement. The participating addendum and attached lease agreement would be executed jointly; Contract no. R191104 in full can be found at this website: https://www.omniapartners.com/suppliers/xerox/public-sector/contract-documents#contract-315.
CONSEQUENCE OF NEGATIVE ACTION:
If this lease agreement is not approved, Print and Mail will have to maintain its present leases and the higher per print costs.