REPORT TO THE CITY COUNCIL
FROM: BRYON HORN, Chief Information Officer
Information Services Department
BY: KIM JACKSON, Administrative Manager
Information Services Department
RACHEL ARCHER, Senior Management Analyst
Information Services Department
SUBJECT
Title
Actions Pertaining to the UBEO City Copier Lease Agreement:
1. Approve the First Amendment to the Requirements Contract with UBEO (formerly Ray Morgan Company) to extend citywide copier lease and maintenance services Contract No. 9592 through July 1, 2029, and increase the annual contract amount to $512,600 to include additional equipment and services, for a total contract amount not to exceed $3,209,900.
Body
RECOMMENDATION
Staff recommend that the City Council approve a First Amendment to the Requirements contract with UBEO (formerly Ray Morgan Company) to extend citywide copier lease and maintenance services Contract No. 9592 through July 1, 2029. The amendment increases the annual contract amount from $386,500 to $512,600 to support the addition of equipment and services described in Exhibits A and C of the amendment.
EXECUTIVE SUMMARY
UBEO provides copier lease and maintenance services for the City of Fresno under a competitively awarded contract. The five-year base term began July 1, 2022, following administrative delays in initiating billing after execution in December 2021.
Although the current term runs until December 9, 2026, staff recommends exercising an additional extension now, earlier than typical, because the amendment includes an equipment refresh and expanded services at revised pricing. This approach ensures uninterrupted service, secures favorable pricing for the next four years, allowing City departments to add needed equipment to the contract, and supports operational efficiency.
The amendment increases the annual contract amount to $512,600, with funding available through the Systems Acquisition and Maintenance (SAM) Fund. Over the life of the contract, in...
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