Placement: Consent Agenda
Action Requested: Motion / Vote
title
Approval to Participate in the Sourcewell Cooperative Contract #112124-XOX for Copiers, Printers, and Multi-Function Devices with Related Supplies, Accessories, and Services with Xerox Corporation under City Contract # 20260173.
body
Submitted By: India Barr, Procurement Contracting Officer II, Procurement Management Division (PMD).
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: India Barr, Procurement Contracting Officer II, PMD.
2. Parties: City of Port St. Lucie and Xerox Corporation.
3. Purpose: To Provide quality copiers throughout the City.
4. New/Renewal/Modified: New.
5. Duration: The initial term runs through 01/10/2029 with up to three (3) additional one (1)-year extensions.
6. Benefits to Port St. Lucie: All departments will have the latest technology available in copiers.
7. Cost to Port St. Lucie (Annual and Potential): The estimated annual expenditure for new leases and consumables is $200,000.00 annually. Future expenditures will be appropriated in the approved budget each fiscal year.
Presentation Information: N/A.
Staff Recommendation: Move that the Council approve per Code Section 35.08(a)(9)(a) to participate in the Sourcewell Contract #112124-XOX for Copiers, Printers, and Multi-Functional Devices with Related Supplies, Accessories, and Services with the Xerox Corporation.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve participating in the Sourcewell Cooperative Contract # 112124-XOX with the Xerox Corporation.
2. Move that the Council not approve and provide staff with direction.
Background: In 2020, the City met with four copier vendors that were on Sourcewell Cooperative Purchasing Contracts to review its needs for enhancing the performance of the City’s copiers. Upon review, the City moved forward with Xerox and entered into 5-year lease agreements. Since then, the City has been utilizing Xerox through the Sourcewell Cooperative contract and has been satisfied with their products and services. With the current lease expiring, it was determined that the original Sourcewell Contract will also be expiring. Recommendation is being made to continue services from Xerox and enter into new 60-month lease agreements for the needed copiers under a new Sourcewell Cooperative agreement.
Issues/Analysis: Staff has reviewed the Sourcewell Cooperative Contract and finds that it meets the needs of the City and the requirements of the City’s procurement ordinance.
Financial Information: Funds will be appropriated in various department budgets.
Special Consideration: Sourcewell formally known as NJPA, is a service cooperative created to provide programs and services to members in the government, education, and non-profit sectors. Its statutory purpose is to assist members in meeting specific needs which are more efficiently delivered cooperatively than by an individual entity. Sourcewell is a self-supporting government agency with oversight from a board of publicly elected officials.
Location of Project: Various locations.
Attachments:
1. Signed Contract.
2. Sourcewell Contract #112124-XOX.
3. Sourcewell Request for Proposals #112124.
4. Lease Agreement.
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 26070-02.
Legal Sufficiency Review:
Reviewed by KeAndrea Davis, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.