Title
a. Ratify and authorize the Contracts/Purchasing Officer to execute on behalf of the County of Monterey a Services Agreement with The Standard Register Company for the provision of printer maintenance and support services in the yearly amount of $2,120 and a reserve amount of $1,200 for the period of September 1, 2014 through April 30, 2017 for a cumulative Agreement amount of $7,560;
b. Accept the non-standard terms and conditions regarding limitation of liability and modification to insurance requirements pursuant to the recommendation of the Director of Information Technology; and
c. Authorize the Contracts/Purchasing Officer to sign future renewals for the maintenance and support with the same Agreement terms.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Ratify and authorize the Contracts/Purchasing Officer to execute on behalf of the County of Monterey a Services Agreement with The Standard Register Company for the provision of printer maintenance and support services in the yearly amount of $2,120 and a reserve amount of $1,200 for the period of September 1, 2014 through April 30, 2017 for a cumulative Agreement amount of $7,560;
b. Accept the non-standard terms and conditions regarding limitation of liability and modification to insurance requirements pursuant to the recommendation of the Director of Information Technology; and
c. Authorize the Contracts/Purchasing Officer to sign future renewals for the maintenance and support with the same Agreement terms.
SUMMARY/DISCUSSION:
On February 11, 2014, the Monterey County Board of Supervisors approved and authorized the Contracts/Purchasing Officer to execute on behalf of the County of Monterey a Services Agreement with WorkflowOne, LLC for the provision of printer maintenance and support (Agreement No A-12646). On June 16, 2014, the County of Monterey received notice that The Standard Register Company purchased WorkflowOne, and WorkflowOne became a wholly owned subsidiary of The Standard Register Company. Due to this action, it became necessary for the County of Monterey to terminate Agreement No A-12646 with WorkflowOne and establish a new agreement with The Standard Register Company.
The provisions of this agreement with the Standard Register Company are the same as the original with WorkflowOne, with the exception that the term of the agreement was changed from May 1, 2014 - April 30, 2017 to September 1, 2014 - April 30, 2017, in order to be consistent with the dates included in the termination letter for the WorkflowOne agreement. This will allow for the continued provision of printer maintenance and support and payment to The Standard Register Company for that maintenance and support.
OTHER AGENCY INVOLVEMENT:
The Agreement was not approved by County Counsel and/or Risk Management due to the presence of the following non-standard and unacceptable terms/conditions recommended by the vendor: limitation of liability and modified insurance requirements
FINANCING:
The funds for the support/maintenance Agreement have been included in the FY 2014-15 Adopted Budget for the Information Technology Department, ITD 1930, Unit 8439, INF002. Transactions relating to each fiscal year will be included in each respective Recommended Budget
Prepared by: Elizabeth Crooke, Management Analyst, 755-5108
Approved: Dianah Neff, Director of Information Technology, 759-6923
Attachments:
1. Agreement, Standard Register Company
2. Letter of Mutual Termination for the Joint Convenience of the Parties
3. Agreement, Workflow One, LLC, No A12646