22.
Commissioners Court - Regular Session
- Meeting Date:
- 11/08/2022
- Title:
- Approval of SHARP Phase 1 Multifunction Device Lease Schedule for IT Department
- Submitted For:
- Joy Simonton
- Submitted By:
- Joy Simonton, Purchasing
- Department:
- Purchasing
- Agenda Category:
- Consent
Information
Agenda Item
Discuss, consider and take appropriate action on Phase I Lease Schedule of Managed Print and 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 6/21/22.
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.
The first grouping of devices that can be consolidated into this lease program have been identified as those machines that have expiring leases or are new to the inventory in FY 23. 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 I Lease Schedule supports countywide operations with Managed Print and Copier Service devices. The list of devices is attached that details, location, department and device for the first consolidated grouping. All scheduled devices have been budgeted for FY 23. The consolidation strategy results in an average savings of $60/month/device in lease costs. The county currently leases over 100 multifunction devices. The consolidation also reduces contract administration time for staff.
IT, Contract Audit and Budget have reviewed this Phase 1 Lease Schedule.
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.
The first grouping of devices that can be consolidated into this lease program have been identified as those machines that have expiring leases or are new to the inventory in FY 23. 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 I Lease Schedule supports countywide operations with Managed Print and Copier Service devices. The list of devices is attached that details, location, department and device for the first consolidated grouping. All scheduled devices have been budgeted for FY 23. The consolidation strategy results in an average savings of $60/month/device in lease costs. The county currently leases over 100 multifunction devices. The consolidation also reduces contract administration time for staff.
IT, Contract Audit and Budget have reviewed this Phase 1 Lease Schedule.
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
- SHARP Phase 1 Lease Schedule
- SHARP Transition Schedule
- SHARP Device Options
- SHARP Texas Contract
- SHARP DIR Contract
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| County Judge Exec Asst. | Becky Pruitt | 11/02/2022 04:19 PM |
- Form Started By:
- Joy Simonton
- Started On:
- 11/01/2022 02:08 PM
- Final Approval Date:
- 11/02/2022