Title
a. Authorize the Chief Contracts and Procurement Officer or designee, under the terms of Region 4 Education Service Center OMNIA Cooperative Agreement R241205, to execute a retroactive non-standard Agreement with Xerox Corporation to provide a multi-functioning Xerox C8170H2 copier for the Elections Department for the term retroactive to November 1, 2025 to October 31, 2028 for a total amount not to exceed $10,000; and
b. Accept the non-standard terms and conditions contained in the vendor’s contract pursuant to the recommendation of the Registrar of Voters; and
c. Authorize the Chief Contracts and Procurement Officer or designee to execute up to two (2) future amendments to the Agreement, extending the agreement by one (1) year each, where the amendments do not significantly change the scope of services and where the additional costs do not exceed more than 10% ($1,000) of the original agreement amount of $10,000 for an aggregate do not exceed amount of $11,000.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Chief Contracts and Procurement Officer or designee, under the terms of Region 4 Education Service Center OMNIA Cooperative Agreement R241205, to execute a retroactive non-standard Agreement with Xerox Corporation to provide a multi-functioning Xerox C8170H2 copier for the Elections Department for the term retroactive to November 1, 2025 to October 31, 2028 for a total amount not to exceed $10,000; and
b. Accept the non-standard terms and conditions contained in the vendor’s contract pursuant to the recommendation of the Registrar of Voters; and
c. Authorize the Chief Contracts and Procurement Officer or designee to execute up to two (2) future amendments to the Agreement, extending the agreement by one (1) year each, where the amendments do not significantly change the scope of services and where the additional costs do not exceed more than 10% ($1,000) of the original agreement amount of $10,000 for an aggregate do not exceed amount of $11,000.
SUMMARY
The Elections Department currently has one Xerox copier model C8170H2 with Xerox Corporation (the Vendor) that provides copy, print and scanning capabilities essential to the Department’s functions.
DISCUSSION:
This Agreement replaces a previous countywide contract with the Vendor that governed the original copier lease. The countywide contract ended during the Department’s lease period with the Vendor and requires the Department to secure a new contract mid-lease. Given this opportunity, the Department reviewed alternative vendors and pricing and determined that Xerox Corporation offered the most competitive pricing for the required services. Negotiations with the Vendor to secure discounted pricing under a cooperative agreement required additional time and acceptance of non-standard terms and conditions; therefore, this agreement is retroactive from November 1, 2025 through October 31, 2028.
The Agreement will enable the Department to sustain daily operations and support essential employee tasks. During election periods, the copier’s high-volume capacity ensures greater efficiency in reviewing ballot and voter guide design/formatting as well as upholding quality control throughout the ballot and voter guide review process.
OTHER AGENCY INVOLVEMENT/COMMITTEE ACTIONS:
County Counsel has reviewed and approved as to form and by the Auditor-Controller regarding payment provisions.
FINANCING:
Funding for this agreement is incorporated into Elections FY 2025-26 budget. There is no additional cost to the County General Fund. Funding for subsequent years will be incorporated into future budgets.
BOARD OF SUPERVISORS STRATEGIC PLAN GOALS:
Mark a check to the related Board of Supervisors Strategic Plan Goals:
____ Well-Being and Quality of Life
____ Sustainable Infrastructure for the Present and Future
____ Safe and Resilient Communities
____ Diverse and Thriving Economy
____ Dynamic Organization and Employer of Choice
If does not fall under any of the above Board of Supervisors Strategic Plan Goals (Other):
_X_ Administrative
This item is in line with the Board’s vision for providing efficient service and cost neutral administration.
Prepared by: Mary Kikuchi, Management Analyst II, x1491
Approved by: Gina Martinez, Registrar of Voters, x1499
Attachments:
Attachment A - Lease Agreement
Attachment B - Region 4 Education OMNIA Cooperative Contract R241205