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CONSENT <br /> Lightsource Imaging Solutions was short listed for both departments, but withdrew their proposal from <br /> consideration after the short listing. The remaining two proposers for the mailroom and the three remaining <br /> highest-ranked proposers for Admin/BCC were interviewed and rankings for those firms updated. The top <br /> two vendors for each department were asked to bring in their proposed equipment for a test period and <br /> additional evaluation. <br /> After completion of trial periods for selected vendors and equipment, the evaluation committee developed <br /> the following final rankings: <br /> Administration Office/Board of County Commissioners Office <br /> 1. Copytronics(Konica Minolta) <br /> 2. EGP,Inc. (Kyocera) <br /> Mailroom <br /> 1. Copytronics(Konica Minolta) <br /> 2. PTC East,LLC(Xerox) <br /> Pricing was requested for purchase, 60-month lease and 48-month lease,with the committee recommending <br /> a 48-month lease to be the most suitable term. <br /> As proposed, a monthly cost savings will be realized in the County Administrator and Board of County <br /> Commissioners offices, while the Mailroom will incur a monthly lease expense but will be able to offer <br /> expanded services to county departments, including the capability to print high quality color flyers and <br /> business cards. <br /> FUNDING: <br /> With the contract term expected to begin in November, funding is available in each department's <br /> Maintenance — Other Equipment accounts. Costs and available funds are shown on the following page. <br /> Account Name Current Proposed Annual FY 13/14 <br /> Lease Lease Chane Available <br /> 00120112-034630 Maintenance—Other Equipment $271.00 $167.11 (-$1,246.68) $1,900 <br /> (County Administrator) <br /> 00110111-034630 Maintenance—Other Equipment $350.00 $260.73 (-$1,071.24) $3,800 <br /> (BCC) <br /> 00125119-034630 Maintenance—Other Equipment *$965.21 $840.72 (-1,493.86) $12,300 <br /> (Mailroom) <br /> Pricing above reflects lease expenses only, not overages, or in the case of the mailroom, anticipated <br /> charge-offs to county departments for production fees <br /> *The mailroom copiers(existing Xerox 4110 B&W and WCP3545 color models were purchased <br /> outright at a monthly cost of$965.21) <br /> RECOMMENDATION: <br /> While finding the three firms and systems selected to participate in the test period (Copytronics Information <br /> Systems, Inc. with the Konica Minolta Bizhub, EGP, Inc. with the Kyocera Taskalfa and PTC East, LLC <br /> with the Xerox D series) all are qualified and capable of meeting the county's requirements, staff <br /> recommends selection of Copytronics Information Systems, Inc, as the most responsive and responsible <br /> respondent meeting the specifications as set forth in the RFP. <br /> In addition, staff requests the Board of County Commissioners approve the attached sample agreement and <br /> authorize the County Administrator to execute said agreement when required certificate of insurance has <br /> C\Uwm\rbommariio\AppDaza\I.o Wicrosofl\Windows\Tempo`ary Imerna Files\Coment.Outlook\U77NB4FF\Agenda.doc <br /> 159 <br />