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, or designee, to execute on behalf of the Public Defender, a blanket purchase order (#020747) amendment with Caltronics Business Systems to increase the payment limit by $100,000 to a new payment limit of $315,000 and to extend the term end date from February 24, 2024 to February 24, 2026.
FISCAL IMPACT:
Approval of this request would result in up to $100,000 in contractual expenditures over a two-year period, which would be fully funded by the department’s general fund allocation. The purchase order payment conditions include a monthly copier rental fee and established rates per sheet printed.
BACKGROUND:
Caltronics Business Systems provides copiers and copier services for the Public Defenders offices located at 800 Ferry St. Martinez, 627 Ferry St. Martinez, and 3811 Bissell Ave. Richmond. The request to extend the original term by two years is more cost effective than executing an annual amendment. Additionally, the extended term end date aligns with the term of the department’s other copier leases. Future copier services will be integrated into one purchase order to facilitate contract monitoring and usage.
CONSEQUENCE OF NEGATIVE ACTION:
If this amendment is not approved, the Department will not have access to copier rental and managed print services needed for its operations.