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CONSENT <br />INDIAN RIVER COUNTY I�C <br />OFFICE OF MANAGEMENT AND BUDGET <br />PURCHASING DIVISION <br />DATE: November 6, 2017 <br />TO: BOARD OF COUNTY COMMISSIONERS <br />THROUGH: Jason E. Brown, County Administrator <br />Mike Smykowski, Director, Office of Management and Budget <br />FROM: Jennifer Hyde, Purchasing Manager <br />SUBJECT: Approval of Mailroom Copier Lease Agreement and Amendment with <br />U.S. Bank and Atlantic Business Solutions Maintenance Agreement <br />BACKGROUND: <br />On October 22, 2013, the Board of County Commissioners approved award of RFP 2013022 for <br />the replacement of Copiers in the Mailroom, County Administration and BCC offices to <br />Copytronics (now Konica Minolta). The required lease term for the machines is near its end, and <br />the equipment utilized by the mailroom, including a high capacity black and white production <br />machine and a color production and scanning machine, are due to be upgraded to better serve <br />existing and projected needs. <br />Over the past several months, staff has met with and evaluated several manufacturers and <br />vendors with State of Florida and other cooperative contracts, and has identified Sharp <br />machines provided and serviced by Atlantic Business Solutions of Melbourne under a National <br />Joint Powers Alliance (NJPA) contract to best enable the mailroom to meet the variety of <br />production needs currently requested and also offer additional services that are now <br />outsourced. The term of the new lease is 60 months. <br />While the expenditures are currently budgeted and the procurement under a valid cooperative <br />contract, staff is requesting the Board's approval to execute the specific agreements. The <br />County Attorney has reviewed and approved all three documents as to form and legal <br />sufficiency. <br />FUNDING/BUDGET AMENDMENT: <br />Both lease and per page maintenance costs are paid from the Mailroom — Maintenance - Office <br />Equipment Account (00125119-034630) in the General Fund, with the bulk of the maintenance <br />expenses charged back to the various departments at the per page rates. The new total lease <br />amount will increase by $649 per year, while the per page maintenance costs will decrease <br />significantly ($2,544 per year, based on current utilization). <br />P23 <br />