Placement: Consent Agenda
Action Requested: Motion / Vote
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Approval to Participate in the Sourcewell Cooperative (Coop) Contract #030321-XOX for New Copier Lease Program with Xerox Corporation.
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Submitted By: Alaina Knofla, Acting Procurement Manager, 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: Alaina Knofla, 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 cooperative contract expires on April 19, 2026, however, under the cooperative, the City is permitted to have the term of orders placed prior to that date last beyond expiration. Therefore, the specific leases for which staff is requesting Council approval for this item will be for 60 months. Any new orders or additions by the City under this Contract will need to be made by April 19, 2026.
6. Benefits to Port St. Lucie: All departments will be upgraded to 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 $174,962.64.
Presentation Information: N/A.
Staff Recommendation: Move that the Council to waive formal bidding under City Code of Ordinances, Section 35.08(a)(10)(a) (cooperative exception) and approve participation in the Sourcewell Contract #030321-XOX for Multi-functional copiers, printers, and equipment applicable to scanned data and management, image duplication, and related solutions, accessories, supplies, and services with the Xerox Corporation.
Alternate Recommendations:
1. Move that the Council amend the recommendation and approve participating in the Sourcewell Contract #030321-XOX with Xerox Corporation for the lease of new copiers.
1. 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. City Cooperative Agreement #20250095.
2. Sourcewell Copier RFP #030321 with Addenda.
3. Sourcewell Board Resolutions.
4. Sourcewell Comment and Reviews.
5. Sourcewell Xerox Proposal Opening Record.
6. Sourcewell Evaluation Form.
7. Sourcewell Xerox Contract #030321.
8. Sourcewell Xerox Contract #030321 Extension.
9. Sourcewell Xerox Pricing List.
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: 25041-02.
Legal Sufficiency Review:
Reviewed by Alyssa Lunin, Deputy City Attorney. Approved as to Legal form and sufficiency by Richard Berrios, City Attorney.