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County Administrator's Report 9. 30.
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| BCC Regular Meeting |
Budget & Finance Consent |
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| RECOMMENDATION: |
Recommendation Concerning the Award of a Lease Agreement for a Copier for the I.T. Department - Bart Siders, Information Technology Department Director, and Paul Nobles, Purchasing Manager, Office of Purchasing
That the Board take the following action:
A. Authorize the use of the County's current Agreement, PD 18-19.101 Corrections Copiers, to be the basis for a new, stand-alone Lease Agreement with Copy Products Company d/b/a CPC Office Technologies, for a copier, supplies and maintenance for a period of 60 months, at a monthly lease amount of $105.44, with the cost of copies being billed at $0.0059 per page for black & white, and $0.04 per page for color copies. The department is estimating that they will spend approximately $150.00 per month - total - for the cost of the lease and the cost of copies. The total estimated cost of the lease is $6,326.40; and
B. Authorize the County Administrator to sign the documents related to this lease.
| Vendor |
Funding |
Amount |
| Copy Products Company d/b/a CPC Office Technologies |
Fund 001, General Fund;
Cost Center 270102, Information Systems;
Object 54601, Repairs & Maintenance Services |
$6,326.40 |
NON-ADA-COMPLIANT DOCUMENTS TO BE DISTRUBUTED UNDER SEPARATE COVER:
- Lease Agreement
- Original Agreement Fully Executed
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| BACKGROUND: |
On January 7, 2020, the Board awarded an Agreement to Copy Products Company d/b/a CPC Office Technologies that allowed the County to purchase or lease additional quantities of a set list of copiers for a period of one year from the date of the Bid Opening, which occurred on September 16, 2019.
This Recommendation is for a stand-alone Lease and Maintenance Agreement for a copier make and model that was part of the original Agreement. The new Lease and Maintenance Agreement will begin upon delivery, and extend for a period of 60 months. Review of the provided Lease and Maintenance Agreement will show that while this is a stand-alone Agreement, the Term and Conditions of the lease, as well as the pricing for copies, which covers the maintenance and supplies, are based on the original Agreement. |
| BUDGETARY IMPACT: |
| Fund 001, General Fund; Cost Center 270102, Information Systems; Object 54601, Repairs & Maintenance Services |
| LEGAL CONSIDERATIONS/SIGN-OFF: |
| The Lease Agreement was prepared by Copy Products Company d/b/a CPC Office Technologies and reviewed by Senior Assistant County Attorney Kristin Hual. |
| PERSONNEL: |
| All work associated with this Recommendation was done in-house and no additional staff was required. |
| POLICY/REQUIREMENT FOR BOARD ACTION: |
| This Recommendation is in compliance with the Code of Ordinances of Escambia County, Florida 1999, Chapter 46, Finance, Article II Purchases and Contracts. |
| IMPLEMENTATION/COORDINATION: |
| The Office of Purchasing will issue the Agreement and the Purchase Order. The I.T. Department will be the Contract Administrator for this Agreement. |
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