Title
Body
MEMORANDUM
TO: Board of Supervisors
FROM: Carol J. Huchingson, County Administrative Officer
DATE: June 20, 2017
SUBJECT: a) Waive the formal bidding process, pursuant to Lake County Code Section 2-38.4, as the County is piggybacking on a cooperative purchasing consortium contract;
b) Approve Agreement with Canon Solutions America providing terms and conditions for acquisition, operation and maintenance of digital copy machines and supporting products, services and supplies for a monthly lease amount of $6,862.42 and a per copy amount of $0.0056 (B&W) and $0.0450 (Color); and authorize the Chair to sign; and
c) Authorize the Purchasing Agent to execute the resulting purchase orders and/or lease agreements.
EXECUTIVE SUMMARY:
The current five-year agreement with Canon U.S.A. Inc. for provision of photocopy machines has expired and is continuing on a month-to-month basis. Staff explored options for the replacement of our current photocopy machine agreement and found the "piggyback" option of using an existing competitively bid agreement would be the most cost effective.
Staff contacted multiple vendors that have repair technicians who reside in Lake County which is a critical element to facilitating expeditious responses to our service calls. The vendors contacted were required to have "piggyback" options that could be extended to our County for photocopy machines. The quote from Canon Solutions America was the lowest cost and the vendor has agreed to the County's proposed terms and conditions.
Typically, this procurement would be subject to the County's Consultant Selection Policy (CSB). In this instance though pursuant to Section 2-38.4 of the Lake County Code, the County is authorized to "piggyback" or use other agencies' competitively awarded contracts. Canon is proposing to "piggyback" on the master agreement with the National Integrated Purchasing Alliance (NIPA) Contract CP-002-13. Consequently, a CSB process would not be required ...
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