Title
a. Approve and authorize the County Clerk/Recorder or their designee to execute a non-standard Agreement between Dataflow Business Systems, Inc. for the lease and maintenance of copy machines and printers (six machines in total), in an amount not to exceed $137,000 for a three-year (36 month) term from July 1, 2023 through June 30, 2026; and
b. Authorize the County Clerk/Recorder or their designee to execute up to two (2) amendments to this Agreement, each extending the term by one year, where the cost of each Amendment does not exceed $50,250, bringing the total maximum not to exceed amount to $237,500 (original contract price plus 2 amendments).
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the County Clerk/Recorder or their designee to execute a non-standard Agreement between Dataflow Business Systems, Inc. for the lease and maintenance of copy machines and printers (six machines in total), in an amount not to exceed $137,000 for a three-year (36 month) term from July 1, 2023 through June 30, 2026; and
b. Authorize the County Clerk/Recorder or their designee to execute up to two (2) amendments to this Agreement, each extending the term by one year, where the cost of each Amendment does not exceed $50,250, bringing the total maximum not to exceed amount to $237,500 (original contract price plus 2 amendments).
SUMMARY/DISCUSSION:
The County’s current Agreement with Dataflow Business Systems, Inc., providing printer lease and maintenance services for the County Clerk/Recorder expires on June 30, 2023. Based on the vendor-generated quote and printer use data from previous years, the County Clerk Recorder’s Office has indicated a total aggregate contract amount of not to exceed $137,000 for similar services for a three-year (36 month) contract term effective July 1, 2023 to June 30, 2026.
The County Clerk/Recorder has been satisfied with the services performed by this vendor for a number of years and is requesting approval of this non-standard Agreement in order to ensure seamless future performance by the vendor for the near future.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel has reviewed and approved the Agreement as to form.
FINANCING:
Funds for payment of this agreement have been included in the County Clerk/Recorder’s FY 2023-2024 Requested Budget (1180-ACR003-8004). Transactions relating to future fiscal years will be included in each respective Requested Budget.
There is no additional financial impact to the General Fund.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The services rendered in this agreement provide the County Clerk/Recorder’s Office with the additional support it needs to provide reliable and high-quality services to the residents of Monterey County.
X Economic Development
X Administration
___Health & Human Services
___Infrastructure
___Public Safety
Prepared by: Chihiro Marie Tabata, Management Analyst, x6607
Approved by: Xochitl Marina Camacho, Assessor-Clerk/Recorder, x5803
Attachments:
Service Agreement
Exhibit A - Printer/Copier/Multifunction Machine Quote Forms