HomeMy WebLinkAboutMINUTES - 03102015 - C.38RECOMMENDATION(S):
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute, on behalf of the Employment and
Human Services Department, a contract with Sharp Electronics Corporation (dba Sharp Business Systems) (Sharp),
for managed print services (Project), in an amount not to exceed $960,000 for the period March 29, 2015 through
March 28, 2018; and a purchase order with Sharp, and third-party lease-purchase agreement with IBM Credit, LLC,
in an amount not to exceed $692,510, for the purchase and financing of Project-related equipment and software, for
the period April 1, 2015 through November 1, 2017, as recommended by the Employment and Human Services and
Public Works Directors.
FISCAL IMPACT:
$1,652,510: Administrative Overhead (20% County; 40% State; 40% Federal)
BACKGROUND:
In evaluating controllable Department expenditures, EHSD has identified document printing as one area where
tremendous savings
APPROVE OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
Action of Board On: 03/10/2015 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: David Gould, 925-313-2151
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: March 10, 2015
David Twa, County Administrator and Clerk of the Board of Supervisors
By: June McHuen, Deputy
cc:
C. 38
To:Board of Supervisors
From:Julia R. Bueren, Public Works Director/Chief Engineer
Date:March 10, 2015
Contra
Costa
County
Subject:AUTHORIZE Contract with Sharp Business Systems and a Third-party Lease Agreement with IBM Global Finance.
BACKGROUND: (CONT'D)
could be realized through system automation. EHSD desires to implement managed print services throughout the
Department and Community Services Bureau (the “MPS Project”). Through the request for proposal process, Sharp
Electronics Corporation (dba Sharp Business Systems) was selected to provide all MPS Project-related equipment and
services to the Department.
The County will enter into a purchase order with Sharp, to acquire all MPS Project-related equipment (multi-function
print and copy devices), and MPS Project-related software, the Drivve software. (The County is purchasing the
Software from Sharp as a third-party reseller on behalf of Drivve IP LLC, and licensing the software from Drivve
pursuant to the shrink-wrap license accompanying the Software.) The County’s purchase of the equipment and
software will be financed under an existing Board-approved Master Lease/Purchase Agreement between the County
and IBM Credit, LLC. The financing of the equipment and software through IBM Credit, LLC will be at a rate of
2.59%, or $23,410 during the term of April 1, 2015 through November 1, 2017. The cost of the equipment and
software will be $692, 510, inclusive of all financing costs.
The County will purchase all MPS Project-related services under a standard form services contract with Sharp for the
term of March 29, 2015 through March 28, 2018. Under the contract, Sharp will provide the Department all MPS
Project-related services, including software installation, implementation of the project, software and hardware
maintenance and service, end-user support, training, equipment installation and refreshment, providing all
expendable suppliers other than paper, and other services. The Project will include all new equipment being
purchased from Sharp, and existing Department printers and copiers.
Sharp will charge the County for services on a per-print basis, at the following rates: black prints from copiers at
$0.0039 per page; color prints from copiers at $0.039 per page; black prints from printers at $0.008 per page; color
prints from printers at $0.012 per page. The County’s total payments to Sharp during the term of the contract will not
exceed the contract payment limit of $960,000. However, if the County’s printing needs would cause the payment
limit to be exceeded, the parties could amend the contract to increase the payment limit, with no change to the rates
charged by Sharp during the initial term of the contract.
CONSEQUENCE OF NEGATIVE ACTION:
Failure to maintain network systems may result in reduced capacity, system failure and interrupted business
operations.
CHILDREN'S IMPACT STATEMENT:
Not applicable.