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Consent

Brentwood City Commission Agenda

Meeting Date:	07/25/2022
Resolution 2022-76 - Authorizing an Addendum to the Agreement with RJ Young for Consolidated Copier Services
Submitted by:	Karen Harper, Finance
Department:	Finance

Information

Subject

Resolution 2022-76 - Authorizing an Addendum to the Agreement with RJ Young for a One-Year Renewal of Consolidated Copier Services

Background

On August 13, 2018, City Commission approved a contract for consolidated copier services with RJ Young. The initial term of the service agreement was for three years ending August 2021, with the option, subject to mutual agreement, to renew the contract for two additional terms of one year each. The August 2022 renewal will be the second year of the two additional allowable renewals.

In 2018, upon performing price comparisons, it was determined that leasing through the U.S. Communities Purchasing Cooperative with RJ Young provided the greatest savings while allowing the City to continue to use the current software functionality. Because these same advantages still apply, City Staff is recommending to renew the contract with RJ Young for one additional year.

Monthly costs under this renewal are to remain the same at $1,812 per month for a total annual cost of $21,744.00. The per click cost for copies will also remain the same at .0069 per copy for black and white and .049 per copy for color. No other changes are being made to the SMP (Supply Maintenance Plan) portion of this agreement.

Please contact the Finance Director if you have any questions.

Staff Recommendation

Staff recommends approval of the accompanying RJ Young addendum to resolution 2018-65.

Previous Commission Action

2018-65 - Approval of Contracts for Consolidated Copier Services with RJ Young

2018-79 - Recommendation to Authorize an Addendum to the RJ Young Agreement

2019-76 - Recommendation to Authorize Addendums to the RJ Young Copier and Software Agreements

2021-94 - Recommendation to Authorize Addendum to the RJ Young Copier Agreement

Fiscal Impact

Amount :	$21,744.00
Source of Funds:
Account Number:	Various

Fiscal Impact:

Copier expenses are paid from the various departmental budgets. See Attachment A. The monthly cost will remain the same at $1,812 per month. The devices on this contract will continue to be billed per copy cost as described below:

B/W copies are 0.0069 per copy
Color copies are 0.049 per copy

Attachments
Resolution 2022-76
Addendum
FY 2023 RJ Young Cost by Department
Signed Resolution
Signed Addendum