Discuss, consider and take appropriate action for approval of Multi-function device contracting strategy for FY 23 devices.  The Purchasing Department, IT Department and Budget Office seek to contract for County Multi-function Devices (MFD,) meaning copy/print/fax machines, in a more strategic and cost-effective way.  This includes a standardization of devices, all inclusive pricing for black and white and color outputs, all service and coterminous lease dates.

The MFD assessment, awarded through RFP#22RFP85 on 6/21/22 is nearing completion by Sharp.  This initial phase has been conducted to inventory all of the County MFD and create a cost comparison of existing expenditures to proposed savings.  As this analysis nears completion, staff seeks to assist departments in budgeting the correct figure for any devices that will be leased in FY 23, which is approximately 25 devices.

Departments have been cooperative this past year by extending their existing device leases that are scheduled to expire rather than create a new lease to assist with this project.  That support combined with the assessment shows that the County can co-term the majority of its multifunction devices by 2027.

The Purchasing Department seeks the Court’s approval of this new contracting structure for FY 23.  The structure represents a savings overall from our initial review.

Attachments herein include the Device Assessment for devices scheduled for replacement in FY 23 and the Transition Schedule Options.  These options will be reviewed by the Commissioner's Court at a later date for consideration and approval.

Please see attached MFD listings that would utilize the new Sharp lease and program in FY 23.  Staff seeks approval to request that departments budget for the new figures represented.  Costs are for a 60 month term and include all black and white and color outputs and service.
 

Models	60 Payment
BP70C31	$    135.33
MX 6071	$    182.94
MX-C507F	$    105.92

Specific device model assignments per department will be discussed and confirmed in the coming days with Department Heads, our IT Department and Sharp.  A final lease document and recommendation for FY 23 devices will be brought back to Commissioner’s Court for approval.  Expensed by department per approved budget only.  Department point of contact is Joy Simonton.