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Meeting Date:
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5/18/2022 - 3:30 PM
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Category:
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Action Items
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Type:
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Action
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Subject:
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14.23 TECHNOLOGY: Award of RFP #040122 to Konica Minolta Business Solutions U.S.A. for a Three-Year Agreement for Copier Services (funded through the General Fund in the amount of $533,317.28)
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Strategic Plan:
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Enclosure
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File Attachment:
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Summary:
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The Perris Union High School District currently leases 57 copiers districtwide. The copiers have reached the end of lease on their leasing agreements requiring renewal of existing leases or removal of the machines from the location. Additionally, copiers available at Liberty are provided as loaners until this contract is in place. It is the primary goal of the District to seek and maintain best cost pricing for all items and services purchased while ensuring minimal disruption in services.
To ensure compliance with Public Contract Code 20111 for the acquisition of new copier leases, the District formally issued and advertised for Request for Proposals (RFP) on March 2, 2022 and March 9, 2022. A Mandatory Pre-Bid Meeting was held on March 16, 2022 via the Zoom virtual platform at 10:00 A.M. with nine (9) copier/printer companies attending.
Proposals were due to the District on April 1, 2022 at 2:00 P.M. Below is a list of vendors who submitted proposals:
Konica Minolta,
Canon Solutions America,
Pacific Office Automation, Inc.,
Ricoh USA, Inc.,
Toshiba Business Solutions,
Sharp Business Systems,
Signa Digital Solutions.
As part of the consultant agreement awarded at the August 19, 2020 Board Meeting, Client Advantage conducted a print analysis and assisted District staff with specifications, terms and conditions that were to be included in the RFP.
Each proposal was comprised of Company Overview, Digital Copier, Service and Supply Pricing Expectations and Responses to Performance Expectations. All proposals were evaluated by the District’s Evaluation Team comprised of members of the District’s Business Services, Information Technology and Client Advantage. The final step was to interview the three lowest responsive bidders. Education Code 20118.1 allows districts to select one of the three lowest responsive bidders for the procurement or maintenance, or both, of electronic data-processing systems and supporting software in any manner the board deems appropriate. These interviews were conducted on April 28, 2022.
The overwhelming consensus from the Evaluation Team was to select Konica Minolta based on factors specified in the RFP documents.
The District recommends the award of the Agreement to Konica Minolta Business Solutions U.S.A., Incorporated for a 3-year lease for digital copiers, all inclusive service and supply, and related software.
The projected total cost of the contract over the three (3) year term will be $533,317.28. CMI will be billed at a direct cost per the Memorandum of Understanding between the PUHSD and CMI.
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Funding:
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The cost for this item will be included in the 2022-23, 2023-24, and 2024-25 operating budgets funded through the General Fund and the Charter School.
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Recommendation:
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It is recommended that the Board of Trustees approve the Award of RFP #040122 to Konica Minolta Business Solutions U.S.A. for a three-year Agreement for copier services.
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Approvals:
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Recommended By:
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Signed By:
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Joseph Williams - Executive Director - Technology
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Signed By:
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Sylvia Hinojosa - Director - Purchasing
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Signed By:
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Candace Reines - Deputy Superintendent
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Signed By:
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Grant Bennett - Superintendent
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Vote Results:
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| Original Motion | | Member Elizabeth Vallejo Moved, Member Dr. Jose Luis Araux seconded to approve the Original motion 'It is recommended that the Board of Trustees approve the Award of RFP #040122 to Konica Minolta Business Solutions U.S.A. for a three-year Agreement for copier services.'. Upon a Roll-Call Vote being taken, the vote was: Aye: 4 Nay: 0. | | The motion Carried 4 - 0 | | | | | David Nelissen | Yes | | Dr. Randall Freeman | Yes | | Elizabeth Vallejo | Yes | | Dr. Jose Luis Araux | Yes | |
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