Discussion and possible action to enter into a Sixty-Six (66) month (April 1, 2025, through September 30, 2030) Copier Lease and Maintenance Agreement between Toshiba Business and Financial Solutions (DIR Cooperative Contract #DIR-CPO-4426) and Webb County for an amount not to exceed $66,696.52 per Quarter for equipment lease costs and an unlimited print allowance for black ink and an allowance of 360,000 prints per quarter for color for maintenance coverage for a total of 130 copiers that will be expiring September 30, 2025, with an overall total estimated savings of $10,643.00 per quarter compared to our current equipment lease and maintenance rates pursuant to Sections 271.101 and 271.102, Texas Local Government Code, Cooperative Purchasing program and to further authorize the County Judge to sign all relevant documents and any other matters incident thereto. [GL Accounts (#444500 (Equipment Rental); #443000-035 - Repairs & Maintenance Equipment)]
 
Issue: The current Toshiba Master agreement for County wide copiers will expire on September 30, 2025. 
 
Solution: The DIR Cooperative pricing offered by Toshiba will allow the County to recognize a combined savings of $10,643.00 per quarter compared to the current monthly expenses from the lease and maintenance of 130 copiers utilized by County departments.  Projected annual savings will be $42,572.00 per fiscal year for both the leasing of the equipment and the maintenance coverage.
 
Result: Securing a long-term copier and maintenance agreement under DIR Cooperative pricing from Toshiba will recognize over $234,142.00 in savings over the term of the contract and will assist with annual budgetary projections and contract management by securing all copiers under one agreement that will start and end on the same lease terms.

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