DATE: October 06, 2020
SUBJECT:
Title
RESOLUTION AUTHORIZING AMENDMENT NO. 3 TO AGREEMENT WITH XEROX CORPORATION TO PROVIDE MANAGED PRINT SERVICES AND DOCUMENT PRODUCTION AND PUBLISHING, INCREASING THE MAXIMUM AMOUNT PAYABLE UNDER THE AGREEMENT BY $386,000 FOR A NEW MAXIMUM AMOUNT PAYABLE UNDER THE AGREEMENT OF $2,536,000 FOR CONTEMPLATED SERVICES THROUGH NOVEMBER 30, 2026. EXPENDITURES ARE BUDGETED IN THE INFORMATION TECHNOLOGY MANAGEMENT PROGRAM. FUNDS REQUIRED FOR FUTURE YEARS WILL BE BUDGETED IN THE APPROPRIATE FISCAL YEAR SUBJECT TO BOARD APPROVAL UPON ADOPTION OF EACH FISCAL YEAR'S BUDGET.
Body
EXECUTIVE SUMMARY:
On November 4, 2014, the Board authorized an agreement with Xerox Corporation to provide managed print services and document production and publishing for five years, with two optional one-year extensions for a total aggregate term of seven years and an amount not to exceed of $995,000. On December 5, 2017, the Board approved Amendment No. 1 to increase the not-to-exceed amount to $1,800,000 and in February 2018 the District exercised the option to extend the term two years. In April 2020, the Board authorized Amendment No. 2 to increase the not-to-exceed amount to $2,150,000. As amended, the agreement currently expires on November 30, 2021 and continues on a month to month basis thereafter unless expressly renewed for a longer period by written agreement or terminated by either party by providing 90 days' written notice.
To provide uninterrupted printing support services and to reduce costs during the COVID-19 pandemic, staff proposes a flexible strategy: 1) create a new 60-month reduced-cost schedule for printers at Harbor Police, Maritime and General Services Departments 2) retain a minimum number of Administration Building printers under the existing orders and 3) return the remainder of Administration Building printers that are at the end of their lease. Staff recommends the Board authorize Amendment No. 3 to the agreement with X...
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