Discuss, consider and take appropriate action on Phase IV Countywide 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.

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 IV 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 26.  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.

A blanket Purchase Order for all countywide devices will be issued.  The length of the Phase IV device leases shall be sixty-months (48) with one, optional twelve-month (12) renewal.  Unlimited black and white and color outputs, consumables and maintenance are included.  Expenditures for device leasing spans various departments.  Origination ticket #3953.  The Department points of contact are Joy Simonton and Richard Semple.