Meeting_Body
OPERATIONS, SAFETY AND CUSTOMER EXPERIENCE COMMITTEE
OCTOBER 19, 2023
Subject
SUBJECT: HIGH SPEED/VOLUME COPIERS & EQUIPMENT FOR METRO COPY CENTER
Action
ACTION: APPROVE RECOMMENDATION
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to execute Contract Modification No. 3 to Contract No. PS110638000 with Canon Solutions America, Inc., to continue to provide the lease and maintenance of high-speed copiers and document finishing equipment for the Metro Copy Center, in the amount of $200,000, increasing the contract not-to-exceed amount from $1,749,625 to $1,949,625, and extend the period of performance from February 1, 2024, through April 30, 2024.
Issue
ISSUE
The existing contract with Canon Solutions America, Inc. (Canon) for the lease of high-speed copiers, document finishing equipment, maintenance, and other services will expire on January 31, 2024.
Approval of this Contract Modification will ensure service continuity and allow for sufficient time for proposers to respond to the RFP that has been issued, and to increase competition for these services. In addition, this contract modification will provide for the transition/mobilization period required for the acquisition and installation of the new high-speed copier equipment and removal of the old equipment without service disruption when the new contract is awarded.
Background
BACKGROUND
The current contract was awarded in September 2018, with the period of performance ending on January 31, 2024. Metro issued an RFP to reprocure these services and proposals are due in October 2023. Approval of this Contract Modification will allow time to respond to award the contract and negotiate a new contract while ensuring a smooth transition.
Due to the heavy use of the equipment, it is reaching the expected life cycle replacement, and the new contract will allow Metro to implement new technology and software Managed Print Services. Managed Print Service...
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