TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 21, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to advertise Contract 19-RFP-35 Maintenance and Support of Multifunctional Copiers and Laser Printers, estimated cost $987,500.00, Account 101-27000-612810, Requisition 1534102 (Deferred from the May 7, 2020 Board Meeting)
Body
Dear Sir:
Request for Proposal (RFP) documents have been prepared for Contract 19-RFP-35 Maintenance and Support of Multifunctional Copiers and Laser Printers, at the request of the Information Technology Department. The contract is scheduled to begin on July 17, 2020 and ends on July 16, 2025.
The purpose of this contract is to provide necessary maintenance, support, toner, and staples for the District’s existing fleet of devices. The existing devices offer the District the ability to copy, print, scan, send, store, and fax documents.
The estimated cost for this RFP is $987,500.00.
Estimated expenditures for 2020, 2021, 2022, 2023, 2024, 2025 are $98,750.00, $197,500.00, $197,500.00, $197,500.00, $197,500.00 and $98,750.00 respectively.
A bid deposit is not required for this RFP.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because the services do not fall within the provisions of the MPLA.
The Affirmative Action Ordinance, Revised Appendix D and Appendix V are not included in this contract due to a lack of MBE/WBE/SBE/VBE firms available to perform the requested service.
The tentative schedule for this contract is as follows:
Advertise April 29, 2020
Proposals Received May 12, 2020
Award May 28, 2020
Completion May 31, 2025
Funds are available in Account 101-27000-612810. Funds for years 2021 through 2025 are contingent on the Board of Commissioners approval of the budget for that year.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to advertise Contract 19-RFP-35.
Requested, John Sudduth, Director of Information Technology, JS:JR:ml
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 May 21, 2020
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