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Agenda Item
ASR
Control 18-000186 |
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MEETING DATE: |
05/08/18 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
OC Community Resources (Approved) |
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Department contact
person(s): |
Dylan Wright (714) 480-2788 |
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Cathy To (714) 480-2827 |
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Subject: Amendment to Agreement for
Copier Services
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$52,593.78 |
Annual Cost:
FY 2018-19 $41,883.67 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: N/A
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RECOMMENDED ACTION(S):
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1. |
Approve Amendment Number Three to Agreement with Reprographics Fax Group, Inc. dba C3 Technology Services to add $185,126.71 to the Contract for Rental of Digital Multifunctional Copiers, Coin Operated Machines, Related Accessories and Services effective upon Board approval, for a revised aggregate Contract amount not to exceed $1,185,126.71 |
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2. |
Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Three with Reprographics Fax Group, Inc. dba C3 Technology Services, as amended. |
SUMMARY:
Approval of the amendment to the Agreement with Reprographics Fax Group, Inc. will provide additional funding for copier machine rental for all OC Community Resources Divisions.
BACKGROUND INFORMATION:
Effective July 1, 2017, OC Community Resources (OCCR) entered into Agreement MA-012-17012040 with Reprographics Fax Group, Inc. dba C3 Technology Services (C3) to provide rental of digital multifunctional copiers, coin operated machines, related accessories and services for various OCCR locations. These locations include: OCCR Administration, Orange County Housing Authority, Veterans Services Office, Community Investment Division, Office on Aging, OC Public Libraries Headquarters and 33 branch libraries, OC Parks Headquarters and 20 Parks locations and the OC Animal Care facility.
The County’s Regional Cooperative Agreement's (RCA) with C3 provides business support from 8:00 am to 5:00 pm, Monday through Friday. OCCR’s subordinate agreement with C3 is a sole source procurement due to the department’s need for copier support services seven days per week. Also, OC Public Libraries' coin boxes are not covered under the County RCA and C3's proposal confirmed significant cost savings over the next five years in comparison to all other RCA companies offering similar services.
OCCR administratively issued its agreement with C3 on July 1, 2017, for a five-year period , for a contract amount not to exceed $1,000,000, pursuant to County Contract Policy Manual 3.3-102, to provide rental of digital multifunctional copiers, coin operated machines, related accessories and services for OCCR. On September 27, 2017, Amendment Number One to the Agreement was administratively executed to modify the Contractor name and address and make changes to the Scope of Work to correct the days and hours Contractor would provide equipment service.
On October 2, 2017, Amendment Number Two was administratively executed to modify the Scope of Work to revise copier rental terms from year terms to month terms and to specify that copier rental terms could not go beyond the term of the contract.
Usage under the agreement was underestimated and additional copiers have often been required at various locations. To ensure that all OCCR locations will have the copier support services that they will need during the term of the agreement, an estimate of usage and associated costs has been prepared which indicates that an additional $185,126.71 in funding will be required. Thus, OCCR seeks Board approval of Amendment Number Three to the agreement with C3. See Attachment D – Estimated Cost Breakdown.
C3 has performed satisfactorily in providing copier services under the current contract. This contract does not include subcontractors or pass through to other providers. See Attachment E for Contract Summary Form.
FINANCIAL IMPACT:
Appropriations for the Amendment to the Agreement are included in the FY 2017-18 Budget and will be included in the budgeting process for future years. This Agreement contains language allowing OC Community Resources to terminate the contract or reduce the level of services without penalty, with or without cause in the event that funding is reduced and/or not available to continue funding the Agreement.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Amendment Number Three to Agreement MA-012-17012040
Attachment B - Redline of Agreement MA-012-17012040
Attachment C - Sole Source Justification
Attachment D - Estimated Cost Breakdown
Attachment E - Contract Summary Form