Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Approving And Authorizing The Appropriate City Officials To Issue A Blanket Purchase Agreement With Acordis International Corporation For A Five-Year Copier Equipment Lease From October 1, 2021 to September 30, 2026 For An Annual Amount Of $128,108.76.
Strategic Plan Focus
Infrastructure & Facilities
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
Copier Services continue to be a critical operational need for the City, with 91 units currently being used. The previously approved Resolution R-2017-280 awarded Sharp Business Systems an amount of $198,000 annually for a lease from October 1, 2017 to September 30, 2021. Since the contract is expiring, the City posted Bid F-4688-21-PB for Citywide Copier/Maintenance Services (the “Bid”) on August 12, 2021 and closed it on September 2, 2021.
The Bid asked suppliers to provide various pricing options including lease, purchase, and lease-to-own options along with other requirements outlined in the responsible and responsive section. A total of 8 bids were received from the following vendors: Acordis International Corporation, Barlop, Novatech Incorporated, Sharp Business Solutions, TGI Office Automation, Toshiba American Business, Total Print USA, and Accelerated Business Solutions.
The Procurement Services Division and the Department of Information Technology determined that among the bids, Acordis International Corporation provided the overall best value for Copier Services as a sixty-month lease option, from October 1, 2021 to September 30, 2026. This was based on pricing, transition plan, service call times for maintenance and supplies, proposed equipment to replace the existing 91 units, and past performance (“Copier Services”).
The total cost of the Copier Services for the sixty-month lease period includes an annual fixed cost of $66,671.16 for the equipment lease, that includes service calls and supplies, print management Papercut Software and RFID Readers at a fixed annual cost of $19,437.60, and an annual estimated cost of $42,000.00 for color and black/white pages, all totaling $128,108.76 annually. This cost saves the City an estimated $69,891.24 a year when compared to the expiring lease with Sharp Business Systems.
It should be noted, however, that pricing for color and black/white pages can only be estimated and may vary under COVID-19 circumstances as compared to non-COVID-19 circumstances.
The Director of Information Technology and the Chief Procurement Officer recommend that the City Commission approve and authorize the issuance of a Blanket Purchase Agreement to Acordis International Corporation based upon pricing they provided in the Bid for Copier Services, attached here as Exhibit “A”.
Fiscal Impact:
Funding for the attached Blanket Purchase Agreement has been appropriated and exists in the FY 2022 Operating Budget in individual Departmental Equipment Rental/Lease Accounts and will be budgeted in subsequent fiscal years.
Recommended for inclusion on the agenda by:
Paul Bassar, Contract Compliance Administrator
Steve Stewart, Assistant Director of Financial Services for Procurement
Raheem Seecharan, Director for Information Technology
Adam Reichbach, Assistant City Manager for Finance and Administration