Agenda

Return

C. 41

To:	Board of Supervisors
From:	Julia R. Bueren, Public Works Director/Chief Engineer
Date:	December 20, 2016

Contra

Costa

County

Subject:

Approve a Purchase Order and Lease Agreement for a Xerox iGen5 Color Copier

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 12/20/2016

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Mary N. Piepho, District III Supervisor
Karen Mitchoff, District IV Supervisor

ABSENT:

Federal D. Glover, District V Supervisor

Contact:

Marie Estrada (925) 646-5515

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: December 20, 2016
David Twa,

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute, on behalf of the Public Works Director, a fair market value lease agreement and purchase order with Xerox Corporation, in an amount not to exceed $1,109,441, for the lease of a Xerox Color Press iGen5 digital printer including maintenance and supplies, for the period from January 1, 2017 through December 31, 2021, Countywide.

FISCAL IMPACT:

100% Department User Fees

BACKGROUND:

Print and Mail Services provides high-speed copying and printing for departments. The Xerox Color Copier iGen5 will provide high-quality color prints at a reduced cost. The new agreement reduces the copy click charges almost in half compared to the existing Xerox Color Copier XP1000, at a savings of $458,309 for 60 months. The iGen5 is a faster machine, allowing Print and Mail Services to better meet the department's urgent requests. It is a more robust color copier, which will reduce maintenance/repair down-time. The existing XP1000's maintenance/repair down-time is an average of 29 hours per month due to the volume of copying Print and Mail Services produces. Xerox will be cancelling the existing XP1000 lease of 24 remaining months in the amount of $510,636 on PO 49916. Xerox will also be lowering the lease of the existing Nuvera 144 black ink copier at a savings of $960.43 a month. This is a 60 month, fair market value lease for an amount not to exceed $1,109,441.

CONSEQUENCE OF NEGATIVE ACTION:

If this request is not approved, costs for copying services may increase.