Discuss, consider and take appropriate action on authorizing the termination of current copier lease of the Office of Commissioner Precinct 1 with Ricoh, Inc., pursuant to Paragraph 14 of the original Master Agreement, allowing for termination with a thirty (30) day notice, and authorizing the new copier lease with Texas Document Solutions, per DIR contract # DIR-TSO-3155 in the amount of $104.92/month.
 

A request for cancellation of the current copier lease with Ricoh, Inc. was received from Doris Sanchez, Communications Specialist at Office of Commissioner Terry Cook Precinct 1, with the desire to enter into a new copier lease with Texas Document Solutions for sixty (60) months, resulting in a $71.08/month savings for the County. After sending the attached cancellation letter to Ricoh, a new purchase order will be processed for the new copier immediately, in order to ensure uninterrupted copier service for the Office of Commissioner 1.

Research was conducted into the pros and cons for leasing (36 months vs. 60 months) and outright purchasing the machine. This included reviewing maintenance costs, monthly copies included, long term value, and reviewing quotes from different vendors to ensure our due diligence was done before making a decision.

Commissioner Precinct 1 made the decision to lease instead of buy after asking the Legal Department’s, Audit Office’s and the IT Department’s opinion on the issue, as well as communication with EMS Department to access their experience with Sharp products, to ensure the County made a sound business decision.

In choosing to go with a 60 month lease instead of a 36 month lease, we saved $45.27 a month. By choosing to go with Texas Document Solutions (Sharp product), we saved $25.71/month (compared to other quotes).