Agenda

Return

C. 75

To:	Board of Supervisors
From:	Marc Shorr, Chief Information Officer
Date:	October 4, 2022

Contra

Costa

County

Subject:

Contract with Ricoh USA, Inc. for DoIT copiers and maintenance

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:	Marc Shorr, 608-4071
cc:	Michelle Colefield

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):

RESCIND Board action of June 22, 2021 (C.149) for the issuance of a purchase order in the amount of $252,288.91 to Ricoh USA, Inc.; and APPROVE and AUTHORIZE the Chief Information Officer, or designee, to execute a contract with Ricoh USA, Inc. in an amount not to exceed $472,000 for the purchase of two Ricoh copiers and installation and maintenance services for the period October 5, 2022 through October 4, 2027.

FISCAL IMPACT:

The cost for this purchase will be covered within the departments budget for FY 22/23 (100% General Fund).

BACKGROUND:

By Board action on June 22, 2021 (item C.149), the issuance of a purchase order in the amount of $252,288.91 to Ricoh USA, Inc. was approved. However, this purchase order remained unused and was ultimately released.

BACKGROUND: (CONT'D)

The Department of Information Technology (DoIT) provides enterprise printing services for several county departments. Printing services include County tax bills, Health Services timecards, CalWIN account letters as well as payments to vendors. The two existing mainframe printers which currently provide these services are over ten years old and require frequent repair or maintenance to keep them operational and lack many of the new innovations that would allow the County to provide printing services at a lower cost, in a more efficient manner. The new printers will allow for the elimination of pre-printed forms which are extremely costly and require data calibration and will have the capability to improve quality while eliminating costly waste. This purchase includes all accessories, installation, training, and configuration. The cost of the printers is $360,149 and 5-year maintenance costs are $110,000.

CONSEQUENCE OF NEGATIVE ACTION:

If this purchase is not approved, the department runs the risk of losing enterprise printing capability to critical County departments.

CHILDREN'S IMPACT STATEMENT:

None.