ITEM: |
ACTION ITEM |
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3. |
Consider
RECOMMENDATION TO AUTHORIZE A LEASE FOR THREE PHOTOCOPY MACHINES |
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Meeting Date: |
August 12, 2024 |
Budgeted: |
Yes |
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From: |
David J. Stoldt, |
Program/ |
Services & Supplies |
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General Manager |
Line Item No.: |
Equipment Lease |
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Prepared By: |
Nishil Bali |
Cost Estimate: |
$29,424 (Five-year contract) plus
taxes |
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General Counsel Review: N/A |
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Committee Recommendation: The Finance and Administration Committee
reviewed this item on August 12, 2024 and recommended ____________. |
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CEQA Compliance: This action does not constitute a project
as defined by the California Environmental Quality Act Guidelines Section
15378. |
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SUMMARY: The District currently leases three Canon photocopy
machines through a lease program with Kyocera/KBA Docusys, Inc. The current lease is set to mature in August
2024. District staff would like to enter
into a new lease program for three new photocopy machines.
Staff proposes entering into a five-year lease for
similar machines that the District currently uses, using a cooperative
purchasing program through NASPO, which would result in savings of around $20,000
compared to the current lease contract. This price is also much lower than that
quoted by another local provider. National Association of State Procurement
Officials (NASPO) is a cooperative purchasing program for public agencies that
leverages the expertise of all states and provides competitively sourced
contracts. The California public contract code allows cooperative agreements and
multi-state contracts where participating states may join to achieve
cost-effective and efficient acquisition of products and services. Section
2.6.3 of the District’s purchasing policy allows the District to join other
public jurisdictions in cooperative purchasing agreements or buy directly from
a vendor at a price established by competitive bidding by other public
jurisdiction or by a public cooperative purchasing program.
The District’s current Canon photocopy machines are
used for day-to-day copy, scanning, and fax needs, and have been reliable. The
District pays a monthly cost of $817.81 per month to lease three copiers under
its current 5-year lease. By transitioning to a NASPO contract offered through
Kyocera Document Solutions America, Inc., the District will pay $490.40 per
month instead, for leasing the same three copiers, for a five-year lease total of
$29,424 plus taxes. Staff solicited quotes from Ubeo Business Services
(formerly Ray Morgan Company) for the same copiers and received a quote of $865.13
per month for a five-year lease. Leasing copiers with Kyocera through the NASPO program
offers the District best value for its copying and scanning needs at a very
competitive price.
RECOMMENDATION:
Staff recommends that the
Finance and Administration Committee authorize leasing three photocopy machines
using NASPO Value Point Master Agreement 140599 through Kyocera Document
Solutions America, Inc. at $29,424 plus applicable taxes.
3-A Lease Contract with Kyocera Document
Solutions America, Inc.