51.
Commissioners Court - Regular Session
- Meeting Date:
- 12/05/2023
- Title:
- Approval of SHARP Phase II Multifunction Device Lease Schedule for Information Systems Department
- Submitted For:
- Joy Simonton
- Submitted By:
- Kerstin Hancock, Purchasing
- Department:
- Purchasing
- Agenda Category:
- Regular Agenda Items
Information
Agenda Item
Discuss, consider and take appropriate action on Phase II Lease Schedule of Managed Print Copier Services and Multifunction Devices (Copy/Print/Scan) through Sharp Electronics Corporation pursuant to contract RFP #22RFP85 for Managed Print and Copier Services previously awarded on 6/21/2022.
Background
The Commissioner’s Court awarded RFP#22RFP85 for Managed Print and Copier Services to Sharp Electronics Corporation on 6/21/22. The Purchasing Department’s recommended lease consolidation strategy was approved by the Commissioner’s Court on 8/2/22.
Phases of devices each year can be consolidated into this lease program and have been identified as those machines that have expiring leases or are new to the inventory in the current FY. A multi-phased approach will be used for this project over several budget cycles. Total consolidation will likely take through the fall of 2029, at which time Williamson County can issue one solicitation for all devices.
Approval of this Phase II lease schedule supports countywide operations with Managed Print and Copier Service devices. The list of devices is attached detailing location, department and device for the first consolidated grouping. All scheduled devices have been budgeted for FY 24. The consolidation strategy results in an average savings of $60/month/device in lease costs. The county currently leases over 100 multi-function devices. The consolidation also reduces contract administration time for staff.
The solicitation award, the vendor response and DIR Contract #DIR-CPO-4433 outline the lease and service terms. The length of the device leases shall be sixty-months (60) with two, optional twelve-month (12) renewals. Unlimited black and white and color outputs, consumables and maintenance are included. Expenditures for device leasing spans various departments. The Department points of contact are Joy Simonton and Richard Semple.
Phases of devices each year can be consolidated into this lease program and have been identified as those machines that have expiring leases or are new to the inventory in the current FY. A multi-phased approach will be used for this project over several budget cycles. Total consolidation will likely take through the fall of 2029, at which time Williamson County can issue one solicitation for all devices.
Approval of this Phase II lease schedule supports countywide operations with Managed Print and Copier Service devices. The list of devices is attached detailing location, department and device for the first consolidated grouping. All scheduled devices have been budgeted for FY 24. The consolidation strategy results in an average savings of $60/month/device in lease costs. The county currently leases over 100 multi-function devices. The consolidation also reduces contract administration time for staff.
The solicitation award, the vendor response and DIR Contract #DIR-CPO-4433 outline the lease and service terms. The length of the device leases shall be sixty-months (60) with two, optional twelve-month (12) renewals. Unlimited black and white and color outputs, consumables and maintenance are included. Expenditures for device leasing spans various departments. The Department points of contact are Joy Simonton and Richard Semple.
Fiscal Impact
| From/To | Acct No. | Description | Amount |
|---|
Attachments
- Phase 1 Devices
- Phase 2 Devices
- SHARP Transition schedule
- SHARP Device options
- SHARP Texas contract
- SHARP DIR contract
- Form 1295 - SHARP
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| County Judge Exec Asst. | Becky Pruitt | 11/30/2023 10:31 AM |
- Form Started By:
- Kerstin Hancock
- Started On:
- 11/15/2023 11:36 AM
- Final Approval Date:
- 11/30/2023