To: Board of Supervisors
From: Ellen McDonnell, Public Defender
Report Title: Purchase Order with FlexTG, LLC (formerly Caltronics Business Systems)
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, on behalf of the Public Defender, to execute a purchase order with FlexTG, LLC in an amount not to exceed $390,000, subject to the terms of FlexTG’s Maintenance and Support Agreement, to provide Managed Print Services and Multi-Function Device leases for the period March 1, 2026, through February 28, 2029.
FISCAL IMPACT:
Approval of this request would result in up to $390,000 in contractual expenditure over a three-year period, which would be funded by the department’s general fund allocation.
BACKGROUND:
FlexTG, LLC (formerly Caltronics Business Systems) has partnered with Office of the Public Defender and several other departments in the county, through a Master Services Agreement, to provide Managed Print Services (MPS) and Multi-Function Devise (MFD) leases. The MPS provides toner replacement, parts and supplies, and maintenance and services of the print fleet.
CONSEQUENCE OF NEGATIVE ACTION:
If the Board does not approve, Office of the Public Defender would not be able to continue with the Managed Print Services, which would result in greater ongoing costs for toner, parts, and repairs. All of the deployed devices would also no longer be centrally managed, making it more difficult to identify, address and troubleshoot issues with devices should they arrive.