File #: A 20-202    Name: DataFlow Copiers
Type: BoS Agreement Status: Passed - Assessors' Office
File created: 6/2/2020 In control: Board of Supervisors
On agenda: 6/16/2020 Final action: 6/16/2020
Title: a. Approve the standard Agreement between Dataflow Business Systems Inc. and the County for the lease and maintenance of 2 Ricoh MP5055sp Copiers, with a total amount not to exceed $8,000 per fiscal year for a total of $24,000.00 for the initial three-year term from July 1, 2020 through June 30, 2023; and b. Authorize the Assessor to execute the initial Agreement for $24,000.00, and up to three future annual extensions of the Agreement which do not significantly alter the scope of work and do not exceed 10% of the initial annual cost ($8,000.00) for each additional one-year period.
Attachments: 1. Board Report, 2. Service Agreement, 3. Item No. 37 Completed Board Order, 4. Fully Executed Agreement
Title
a. Approve the standard Agreement between Dataflow Business Systems Inc. and the County for the lease and maintenance of 2 Ricoh MP5055sp Copiers, with a total amount not to exceed $8,000 per fiscal year for a total of $24,000.00 for the initial three-year term from July 1, 2020 through June 30, 2023; and
b. Authorize the Assessor to execute the initial Agreement for $24,000.00, and up to three future annual extensions of the Agreement which do not significantly alter the scope of work and do not exceed 10% of the initial annual cost ($8,000.00) for each additional one-year period.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:

a. Approve the standard AGREEMENT between Dataflow Business Systems Inc. and the County for the lease and maintenance of 2 Ricoh MP5055sp Copiers, with a total amount not to exceed $8,000 per fiscal year for a total of $24,000.00 for the initial three-year term from July 1, 2020 through June 30, 2023; and
b. Authorize the Assessor to execute the initial AGREEMENT for $24,000.00, and up to three future annual extensions of the AGREEMENT which do not significantly alter the scope of work and do not exceed 10% of the initial annual cost ($8,000.00) for each additional one-year period.

SUMMARY/DISCUSSION:
The County's current Agreement with Dataflow Business Systems Inc., providing copier lease and maintenance services for the Assessor, expires on June 30, 2020. Based on a new quote, Dataflow Business Systems Inc. has indicated an annual cost for similar services for fiscal year 2020-2023 of $8,000 for these services per year for a total three year contract in an amount of $24,000.00. Based on prior years, a 10% increase is anticipated for similar services from Dataflow Business Systems Inc. for additional optional years. The Assessor has been satisfied with the services performed by this vendor for a number of years and is requesting the authority to proceed as requested to ensure seamless future performa...

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