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Agenda Item
ASR
Control 22-000367 |
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MEETING DATE: |
05/24/22 |
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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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Julie Lyons (714) 480-2875 |
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Subject: Approve Contract Extension
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:
$250,000 |
Annual Cost:
N/A |
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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: 5/08/2018
#38 |
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RECOMMENDED ACTION(S):
Approve Amendment Number Fourteen with Reprographics Fax Group, Inc. dba C3 Tech and authorize the County Procurement Officer or Deputized designee to extend the Contract term for one additional year, effective July 1, 2022, through June 30, 2023, and increase the Contract not to exceed amount by $250,000, for Rental of Digital Multifunctional Copiers, Coin Operated Machines, Related Accessories and Services, for a revised total Contract amount not to exceed $1,435,127.
SUMMARY:
Approval of the Amendment to extend the Contract will provide additional funding for copier machine rental services to support all OC Community Resources Divisions.
BACKGROUND INFORMATION:
On July 1, 2017, OC Community Resources (OCCR) entered into Contract MA-012-17012040 (Contract) with Reprographics Fax Group, Inc. dba C3 Tech (C3) to provide rental of digital multifunctional copiers, coin operated machines, related accessories and services (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 (RCA) with C3 provides business support from 8:00 am to 5:00 pm, Monday through Friday. However, public libraries and park facilities are open evenings and weekends and need round-the clock copier support services. Additionally, public libraries need coin boxes in order for users to pay for their copies. Neither requirement is available through the County RCA. Thus, OCCR entered into the sole source Contract with C3 due to the department’s need for round-the clock copier support services and printer coin boxes. C3's proposal also confirmed significant cost savings over the five-year term, in comparison to all other RCA contractors offering similar services. The Orange County Preference Policy is not applicable to this contract award.
OCCR administratively issued the Contract 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 3.1-116, to provide Services for OCCR. On September 27, 2017, Amendment Number One to the Contract was administratively executed to modify the contractor’s name and address and make changes to the Scope of Work, to correct the days and hours the contractor would provide equipment services.
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.
On May 8, 2018, the Board approved Amendment Number
Three to modify the Contact as usage charges under the Contract were
underestimated and additional copiers were required at various locations. An
estimate of usage and associated costs were added at an additional $185,127 in
funding. OCCR administratively issued Amendments Four through Thirteen to
update Contract Exhibit 1, Equipment List and Pricing for removals and
additions of equipment.
OCCR is requesting Board approval of Contract
Amendment Number Fourteen with C3, to extend the term for one additional year,
effective July 1, 2022, through June 30, 2023, increasing the Contract not to
exceed amount by $250,000, for continued Services for all OCCR Programs. This
Contract term extension will support the County Procurement Office during their
in-depth review of departments’ needs under existing associated RCAs, which is
expected to be completed before the end of the year. The Contract with C3 will
allow Services to continue until new County RCAs are established.
C3 has performed satisfactorily in providing 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 Contract Amendment are included in the OC Community Resources, Budget Control 012, OC Animal Care, Budget Control 024, OC Public Libraries, Fund 120 and OC Parks, Fund 405 for FY 2022-23 Proposed Budget.
This Contract 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 Contract.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Amendment Number Fourteen to Contract
MA-012-17012040
Attachment B - Redline of Contract MA-012-17012040
Attachment C - Sole Source Justification
Attachment D - Estimated Cost Breakdown
Attachment E - Contract Summary Form