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Consent

Brentwood City Commission Agenda

Meeting Date:	08/09/2021
Resolution 2021-94 - Authorizing an Addendum to the Agreement with RJ Young Agreement for Consolidated Copier Services
Submitted by:	Karen Harper, Finance
Department:	Finance

Information

Subject

Resolution 2021-94 - 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.

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.

Also, as part of this one year renewal, two copiers used by the Police Department are no longer needed. One will be returned to RJ Young and the other will be transferred to the Engineering Department for use in their new office space on the second floor of city hall. One of the two copiers was used by Captain Hardcastle and Jim Montgomery while located at the west end of the Municipal Center with no interior access to the rest of the building. In the new Police Headquarters, they have access to copiers located in Police Records and Police Administration. The second copier to be transferred to Engineering was used by the DARE officers located at Safety Center East. They also now have ready access to a copier in the new Police Headquarters. One final addendum to this contract is to add faxing functionality to the copier used by Dispatch.

Monthly costs under this renewal are discussed below. No other changes are being made to the SMP (Supply Maintenance Plan) portion of this agreement.

Please contact the Technology Director or 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

Fiscal Impact

Amount :
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Fiscal Impact:

Copier expenses are paid from the various departmental budgets. With the removal of one copier and the additional faxing functionality, the monthly cost will be $1,812 per month, down from $1,896 per month. A savings of $84 per month. The remaining devices on this contract will continue to bill per copy as described below:

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

Attachments
Resolution 2021-94
FY 2022 Annual Copier Renewal with Addendum
Signed Resolution
Signed Addendum