To: Board of Supervisors
From: Ellen McDonnell, Public Defender
Report Title: Amendment to Purchase Order #020747 with Caltronics Business Systems
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent to execute, on behalf of the Public Defender, a blanket purchase order amendment with Caltronics Business Systems to increase the payment limit by $75,000 to a new payment limit of $390,000 for copier rentals and managed print services with no change to the term through February 24, 2026.
FISCAL IMPACT:
100% County General Fund.
BACKGROUND:
Caltronics Business Systems is one of the County selected vendors for copier rental and print services, following a competitive bid process held by the Public Works Department on behalf of all County departments. On July 23, 2019, the Board approved and authorized the Purchasing Agent to execute, on behalf of the County, Master Agreement MFD-MA 2019-02 with J.J.R. Enterprises, Inc., dba Caltronics Business Systems for copier rentals and managed print services between July 1, 2019 through June 30, 2030, as recommended by the Public Works Director.
On February 27, 2024, the Board approved an amendment (24-0584) to purchase order #020747 with Caltronics Business Systems to increase the payment limit to $315,000 for the term through February 24, 2026. The Department is requesting approval to increase the payment limit by $75,000 to a new payment limit of $390,000 with no change to the term, due to greater than anticipated copier rental and managed print services at its administrative office and four other sites in Martinez, Walnut Creek, Pittsburg, and Richmond.
CONSEQUENCE OF NEGATIVE ACTION:
Without this increase, the Public Defender’s Office will not be able to reimburse Caltronics Business Systems for services already rendered in excess of the existing purchase order’s payment limits.