TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 21, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Authority to advertise Contract 10-468-11 Furnish and Deliver Forty-Seven (47) Multi-Functional Photocopier Devices and a Four (4)-Year Repair Service, Supplies, and Maintenance Agreement at Various District Locations, estimated cost $385,000.00, Accounts 101-27000-634810, 612810 Requisition 1313308
Body
Dear Sir:
Contract documents and specifications have been prepared to furnish and deliver forty-seven (47) multi-functional photocopier devices and a four (4)-year repair service, supplies, and maintenance agreement at various District locations.
The replacement cycle for photocopiers at various locations of the District is a year past due. In addition the current maintenance agreement for these copiers expires on January 31, 2011.
The estimated cost for this contract is $385,000.00.
The bid deposit for this contract is $19,250.
The Multi-Project Labor Agreement is not applicable to this contract because it is primarily a furnish and deliver contract.
Revised Appendix D is not included in this contract because it is primarily a furnish and deliver contract.
The tentative schedule for this contract is as follows:
Advertise October 27, 2010
Bid Opening November 16, 2010
Award December 2, 2010
Completion January 31, 2014
Funds are being requested in 2011, in Accounts 101-27000-634810, 612810 and are contingent on the Board of Commissioners’ approve of the District’s budget for that year. Funds for the subsequent years, 2012, 2013, and 2014 are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to advertise Contract 10-468-11.
Requested, Keith D. Smith, Director of Information Technology, KDS:EMJ:emj
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for October 21, 2010