Agenda

Back to Calendar Return

Consent

Brentwood City Commission Agenda

Meeting Date:	08/13/2018
Resolution 2018-65 - Approval of Contracts for Consolidated Copier Services with RJ Young
Submitted by:	Karen Harper, Finance
Department:	Finance

Information

Subject

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

Background

In FY 14, the Technology Department and Finance Department issued a RFQ (Request for Quotes) for Citywide copier leases, resulting in an annual savings of $17,000 with its award to RJ Young.

The City's lease was for three years with a two-year extension period. This was for all City copier leases and software costs and will expire at the end of August 2018.

Upon performing price comparisons, it was determined that leasing through the U.S. Communities Purchasing Cooperative with RJ Young provides the greatest savings while allowing the City to continue to use the current software functionality.

Details of the quote can be found in the attached document from RJ Young through U.S. Communities. This includes pricing and the cost tabulation. The base contract with RJ Young is for three years, with options to extend two additional years at the same annual cost per year.

The annual cost of the three-year agreement with RJ Young is estimated at $22,860 including monthly lease rates and software costs. This cost is comparable to original RJ Young contract cost from FY 2014. The cost per color and black and white copies will remain the same as the FY 14 agreement with RJ Young at 0.049 for color and 0.0069 for black and white copies. The cost for the lease, software, and copies is included in each department's Repair and Maintenance of Office Machine and Equipment line item in the FY 2019 Operating Budget. If approved, the Technology Department will work with RJ Young to get the equipment delivered and set up by the end of August.

Please contact the Technology Director or Finance Director if you have any questions.

Staff Recommendation

Staff recommends approval of the accompanying hardware and software contracts from RJ Young.

Fiscal Impact

Amount :	$22,860
Source of Funds:	GF/WS/ECD
Account Number:	Various

Fiscal Impact:

The projected total cost is $22,860, which is included in the operating budgets for the General Fund departments, Water/Sewer, and ECD.

Attachments
Resolution 2018-65
RJ Young Copier Agreement
RJ Young Copier Agreement - Software
Annual Cost For Leased Copiers
Signed Resolution
Signed Service Agreement