Agenda

Return

C. 57

To:	Board of Supervisors
From:	Marla Stuart, Employment and Human Services Director
Date:	October 4, 2022

Contra

Costa

County

Subject:

Amendment #2 to Ray A. Morgan Co. Multifunction Copier Services Purchase Order F017752

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 10/04/2022

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Diane Burgis, District III Supervisor
Karen Mitchoff, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:

M. Wagoner, 925-608-4864

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: October 4, 2022
Monica Nino, County Administrator

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute on behalf of the Employment and Human Services Department, a purchase order amendment #2 with Ray A. Morgan Company, LLC, to increase the payment limit by $540,000 to a new payment limit of $2,081,747 for additional multifunction copier services and supplies under the terms of a master agreement between the County and the company, with no change to the term.

FISCAL IMPACT:

$2,081,747: This purchase order amendment #2 will increase expenditures by $540,000, all of which is budgeted in FY 2022-23 (59% Federal, 35% State, and 6% County).

BACKGROUND:

The Department requests authorization to execute an amendment #2 to increase the payment limit of purchase order #F017752 with Ray A. Morgan Company, LLC. This vendor will provide additional valuable multifunction copier services, maintenance, and supplies for the Employment and Human Services Department’s 150+ copier devices. This vendor was selected as a result of the competitive bid process held by Contra Costa County Public Works on behalf of all County departments, and coincides with the Master agreement approved by the Board of Supervisors on July 23, 2019 (C.44). The purpose of the initial board order, approved on July 23, 2019, was to provide funding to purchase order #F017752 with Ray A. Morgan Company, LLC. In 2019, Public Works evaluated a number of alternatives related to copier/multifunction device rentals and managed print services utilizing a competitive bid process in an effort to reduce costs, improve management, improve reliability, and enhance overall service. As a result of that evaluation, Public Works selected Ray A. Morgan as one the County’s preferred Vendors.

The terms of the Master agreement, as previously amended, will be incorporated by reference in the purchase order, and those terms will govern over any conflicting terms of the purchase order.

Amendment #1 to purchase order #F017752 with Ray A. Morgan Company, LLC was approved by the Board of Supervisors on January 11, 2022 (C.74). Amendment #1 added funding in the amount of $548,300 to the purchase order. This board order for Amendment #2 will add additional funding in the amount of $540,000 to the purchase order for additional multifunction copier services and supplies. There is no change to the term of December 23, 2019 through December 22, 2022.

CONSEQUENCE OF NEGATIVE ACTION:

Employment and Human Services Department (EHSD) will be unable to provide valuable multifunction copier services to all EHSD programs, clients, and infrastructure staff.