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File #: 2021-0333    Version: 2 Name:
Type: Action Item Status: Passed
File created: 9/2/2021 In control: Board of Port Commissioners
On agenda: 10/12/2021 Final action: 10/12/2021
Title: RESOLUTION AUTHORIZING FIVE YEAR AGREEMENT WITH XEROX CORPORATION TO PROVIDE MANAGED PRINT SERVICES AND DOCUMENT PRODUCTION AND PUBLISHING FOR A TOTAL AGGREGATE NOT TO EXCEED AMOUNT OF $1,500,000. THIS SERVICE HAS BEEN DEEMED AN OPERATIONAL NECESSITY. FUNDS REQUIRED FOR FISCAL YEAR 2022 HAVE BEEN BUDGETED AND FUTURE FISCAL YEARS WILL BE BUDGETED IN THE APPROPRIATE FISCAL YEAR AND COST ACCOUNT, SUBJECT TO BOARD APPROVAL UPON ADOPTION OF EACH FISCAL YEAR'S BUDGET.
Attachments: 1. 10. 2021-0333 Attachment A, 2. 10. 2021-0333 Attachment B, 3. 10. 2021-0333 Draft Resolution
DATE: October 12, 2021

SUBJECT:

Title
RESOLUTION AUTHORIZING FIVE YEAR AGREEMENT WITH XEROX CORPORATION TO PROVIDE MANAGED PRINT SERVICES AND DOCUMENT PRODUCTION AND PUBLISHING FOR A TOTAL AGGREGATE NOT TO EXCEED AMOUNT OF $1,500,000. THIS SERVICE HAS BEEN DEEMED AN OPERATIONAL NECESSITY. FUNDS REQUIRED FOR FISCAL YEAR 2022 HAVE BEEN BUDGETED AND FUTURE FISCAL YEARS WILL BE BUDGETED IN THE APPROPRIATE FISCAL YEAR AND COST ACCOUNT, SUBJECT TO BOARD APPROVAL UPON ADOPTION OF EACH FISCAL YEAR'S BUDGET.
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EXECUTIVE SUMMARY:

The District has been using Xerox to manage District print services, document production and publishing (Managed Print Services Program) since 2014. This program achieved significant savings over the years by optimizing and standardizing printers and reducing the overall footprint of printing services; thereby, significantly reducing technical staff time required to support print functions. Additionally, it saves physical storage space required for consumables, eliminates the administrative time required to manage consumables, and increases control of print output.

The current agreement with Xerox is set to terminate in November 2021. Staff proposes authorizing a new Master Services Agreement with Xerox Corporation for five years in an amount not to exceed $1,500,000 by leveraging the pre-competed Omnia Cooperative Agreement for Region 4 Education Service Center (ESC), Contract # R171406 between Region 4 ESC now OMNIA and Xerox.

Board of Port Commissioners (BPC) Policy 110 Section II.S, the "Procedure for The Administration of Contracts, Agreements, The Purchasing of Supplies, Materials, And Equipment, And Grants," allows the District to participate in collaborative solicitations with other public agencies and to develop agreements with vendors resulting from these collaborative bidding efforts. BCP Policy 110 also authorizes the Executive Director or authorized designee to avail the District of pricing and terms for services com...

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