Discuss, consider and take appropriate action on awarding RFP #22RFP85 Managed Print and Copier Services and Multifunction Devices Lease (Copy/Print/Scan) to Sharp Electronics Corporation.

The Purchasing Department sent 4,355 notifications of the solicitation, with 62 document takers and received five (5) responses.  The scoring committee has determined that Sharp Electronics Corporation provides the best value for Williamson County.  Award of this solicitation and contract will support the Countywide operations with a Managed Print and Copier Services vendor.  Vendor shall provide a countywide assessment and business case, free of charge, to achieve efficiencies with the County’s copy/print/scan devices.   
 
The Commissioner’s Court is only being asked to authorize the assessment phase of the project at this time.  No device leases are being recommended at this time.
Recommendations from the assessment will be brought back for review by the Commissioners Court.  Goals of the project and consolidation plan include:
 

• Device standardization;
• Co-term leases of all Devices going forward;
• Bring all Devices into one lease with successful Respondent.  A phased approach is acceptable;
• Provide redundant, backup functionality where needed;
• Allow for special use cases where a non-standard Device is required;
• Reduced number of desktop printers throughout the County;
• Unlimited black & white and color copies and prints for all newly leased devices;
• Monthly lease pricing that is all inclusive of the monthly lease price, copy and print volume, scheduled maintenance, unlimited repair services, toner waste cartridges and all toner supplies delivered to the County’s locations. Supplies shall be shipped automatically to the County.

Contract language has been drafted using the solicitation, the vendor response and base language from DIR Contract #DIR-CPO-4433.  The length of the agreement and device leases shall be sixty-months (60) with two, optional twelve-month (12) renewals. Expenditures for device leasing spans various departments.  Funding is approved annually during the budgeting process.  The Department point of contact is Richard Semple.