REPORT TO THE CITY COUNCIL
FROM: BRYON HORN, Chief Information Officer
Information Services Department
BY: KIM JACKSON, Administrative Manager
Information Services Department
RACHEL ARCHER, Management Analyst II
Information Services Department
SUBJECT
Title
Award a Requirements Contract for Citywide Copier Lease Program in the amount of $386,500.00 per year for five years with an option for four one-year extensions to Ray Morgan Company, of Fresno, CA, Bid File No. 9592.
Body
RECOMMENDATION
Staff recommends the City Council approve an agreement with Ray Morgan Company in the amount of $386,500.00 per year for 5 years with an option for four one-year extensions at the City of Fresno's (City) discretion based upon performance and adherence to contract requirements. This agreement would be to provide, maintain, service, and support copier/multifunctional devices (MFDS) for all City Divisions as well as production quality copiers with a variety of finishing capabilities for the Central Printing Division.
EXECUTIVE SUMMARY
On August 30, 2021, the City released a Request for Proposals (RFP #9592) requesting proposals for a Requirements Contract for Citywide Copier Lease Program. The RFP received 5 responses and an evaluation committee comprised of different specialties from both Information Services and the City Clerk's department unanimously recommends that Ray Morgan Company be awarded the contract for $386,500.00 annually. Funding for this contract is available within the adopted FY22 budget and the new contract would begin January 1, 2022.
BACKGROUND
The City's previous copier contract was awarded to Ray Morgan on March 1, 2016, for three (3) years with an option for two (2) one (1) year extensions. The contract was in place until July 2021 when the City entered a one (1) 6-month extension while finishing the RFP process, expiring on December 31, 2021.
The committee sought to do its due diligence and get superior features, service, and ...
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