Title
a. Authorize the Contracts/Purchasing Officer, under the terms of Region 4 Education Service Center Cooperative Agreement R191104, to sign and approve purchase orders for the maintenance of and components for printers and copiers from Xerox Corporation retroactive to April 1, 2021, for a full term of April 1, 2021 to March 31, 2024, with non-standard indemnification, warranty and liability terms for a total contract amount of $215,000; and
b. Authorize the Monterey County Contracts/Purchasing Officer to approve modifications to the purchase orders where the modifications do not exceed 10% ($21,500) of the total contract amount.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Contracts/Purchasing Officer, under the terms of Region 4 Education Service Center Cooperative Agreement R191104, to sign and approve purchase orders for the maintenance of and components for printers and copiers from Xerox Corporation retroactive to April 1, 2021, for a full term of April 1, 2021 to March 31, 2024, with non-standard indemnification, warranty and liability terms for a total contract amount of $215,000; and
b. Authorize the Monterey County Contracts/Purchasing Officer to approve modifications to the purchase orders where the modifications do not exceed 10% ($21,500) of the total contract amount.
SUMMARY/DISCUSSION:
This agreement replaces a Contracts and Purchasing system-wide contract with Xerox and allows the Department of Social Services to maintain four machines purchased April 1, 2021. This agreement is retroactive, as the Department initially had believed the equipment would be covered under the system-wide contract, but was informed that a separate Department agreement is required.
The Department recommends approval of the nonstandard indemnification, warranty and liability terms as these are part of a cooperative agreement which is being used to take advantage of discounted pricing.
OTHER AGENCY INVOLVEMENT:
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