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INDIAN RIVER COUNTY, FLORIDA <br />MEMORANDUM <br />TO: Indian River County Board of County Commissioners <br />THROUGH: Jason Brown, County Administrator <br />FROM: Dan Russell, Information Technology Director <br />SUBJECT: Approval to Piggyback USF Xerox Contract <br />DATE: October 5, 2022 <br />BACKGROUND: <br />The Information Systems & Telecommunications Division reached out to the vendors who have <br />existing contracts with the State of Florida and requested informal proposals from each. Xerox was <br />determined to be the best fit due to pricing, serviceability of the machines, and the manufacture of <br />their products in the U.S. <br />As staff began working with Xerox to finalize terms, staff realized the pricing and options <br />recommended by Xerox were not based on the State of Florida's authorized contract, which the <br />County is eligible to piggyback directly. The Xerox representatives are recommending a contract <br />awarded by the University of South Florida as the result of an invitation to negotiate. Because this <br />contract was not formally solicited following the same procedures the County would use, and <br />because the USF Board of Trustees did not make the award, which is the required equivalent of our <br />Board making award (due to the anticipated dollar value of the contract), staff cannot approve the <br />contract for piggybacking. Staff has reviewed pricing for the same services under other cooperative <br />agreements that are eligible for piggybacking, and agree that the USF contract provides the best <br />value to the County. <br />711.1971►[ <br />Funding requirements will vary depending upon the equipment and accessories leased by each <br />department. The contract pricing documents are extensive and available for review in the <br />Purchasing Division. <br />RECOMMENDATION <br />Staff requests the Board waive the requirement for bids and authorize staff to piggyback the USF <br />master agreement with Xerox for copiers, printers, multi -functional printers, and managed print <br />services. Staff also recommends the Board authorize the Purchasing Manager to sign any <br />associated individual leases and documents, after review and approval by the County Attorney as <br />to form and legal sufficiency. <br />ATTACHMENTS <br />Xerox MSA ITN 17 -16 -MH - duly signed 061418 - FINAL <br />Xerox Amendment # 1 - SignedUSF <br />Xerox Amendment # 2 - USFSigned <br />DISTRIBUTION <br />Kristin Daniels, Director, Office of Management and Budget <br />* <br />