Award of a Lease Agreement for Two Copiers for Corrections
From:
PAUL NOBLES, Purchasing Manager
Organization:
Asst County Administrator
CAO Approval:
RECOMMENDATION:
Recommendation Concerning the Award of a Lease Agreement for Two Copiers for Corrections - William R. Powell, Director of Corrections through 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 Lease Agreement with Copy Products Company d/b/a CPC Office Technologies, for two copiers, supplies, and maintenance, for a period of 60 months, at a monthly lease amount of $148.96, with the cost of copies being billed at $0.059 per page for black and white copies. These units do not allow for color copies. The estimated total cost of the lease for both units is $8,937.60; and
B. Authorize the County Administrator to sign the documents related to this lease.
Vendor
Funding
Amount
Total
Copy Products Company d/b/a CPC Office Technologies
Fund 001, General Fund;
Cost Center 290307, Pre-Trial Release;
Object Code 56401, Machinery and Equipment
$4,468.80
$8,937.60
Fund 114, Misdemeanor Probation;
Cost Center 290306, Pre-Trial Diversion;
Object Code 56401, Machinery & Equipment
$4,468.80
NON-ADA COMPLIANT DOCUMENTS TO BE DISTRIBUTED UNDER SEPARATE COVER:
Lease Agreement
Original Agreement Fully Executed
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 Terms 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 290307, Pre-Trial Release; Object Code 56401, Machinery and Equipment
Fund 114, Misdemeanor Probation; Cost Center 290306, Pre-Trial Diversion; Object Code 56401, Machinery & Equipment
LEGAL CONSIDERATIONS/SIGN-OFF:
The Lease Agreement was prepared by Copy Products Company d/b/a CPC Office Technologies and 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 Corrections Department will be the Contract Administrator for this Agreement.