Department
Information Technology
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to renew an existing contract - Fulton County Information Technology Department, 19RFP114474B-BR, Digital Multi-functional Devices and Support Services in an amount not to exceed $1,334,800.00 with Standard Office Systems of Atlanta, Inc. (Duluth, GA) to provide maintenance, supplies, support services, and software and associated hardware for all multi-function devices countywide. This action exercises the fourth of four renewal options. No renewal options remain. Effective dates: January 1, 2023, through December 31, 2023. (APPROVED)
body
Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-394(6), the Purchasing Department shall present all renewal requests to the Board of Commissioners at least 90 days prior to the contract renewal date or 60 days if the contract term is six (6) months or less.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Open and Responsible Government
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background
Fulton County Information Technology Department highly recommends this contract, as the provided services of scanning, printing, and faxing capabilities are pertinent and necessary for the efficient operation of all County departments.
Scope of Work: The Fulton County Information Technology Department recommends approval to renew the existing contract for the County's multi-function devices provider that facilitates scanning, printing, and faxing capabilities for the County. These systems have software for handling printing requests. Cost efficiencies will be achieved from technology improvements by lower power consumption and more efficient software tools. The vendor will provide support resources in addition to providing training and technical assistance. The vendor replaces and recycles all toner cartridges; provides maintenance support to the Government Center, Justice Center, and all remote County locations; on-site billing; on-site training support and software to track departmental usage for cost allocation.
Community Impact: The citizens will continue to have printing, copying, fax and scanning capabilities at all Library locations.
Department Recommendation: The Information Technology Department recommends approval.
Project Implications: Provides a critical office operational support function in the operation of County Government.
Community Issues/Concerns: There are no community issues/ concerns
Department Issues/Concerns: There are no departmental issues/ concerns
Contract Modification
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
19-0269 |
4/17/19 |
$898,148.00 |
|
1st Renewal |
19-0779 |
10/2/19 |
$1,100,000.00 |
|
2nd Renewal |
20-0696 |
10/7/20 |
$1,100,000.00 |
|
3rd Renewal |
21-0904 |
11/17/21 |
$1,224,193.08 |
|
4th Renewal |
|
|
$1,334,800.00 |
|
Total Revised Amount |
|
|
$5,657,141.08 |
Contract & Compliance Information
Contract Value: $1,334,800.00
Prime Vendor: Standard Office System/Metro Records Mgmt. JV (69/31)
Prime Status: Standard Office System-Non MBE JV Partner- $607,867.92
Metro Records Mgmt. - Certified AAFBE JV Partner- $273,100.08
Location: Duluth, GA
County: Gwinnett County
Prime Value: $880,968.00 or 66.00%
Subcontractor: Metro Records Management
Subcontractor Status: African American Female Business Enterprise-Certified
Location: Decatur, GA
County: Dekalb County
Contract Value: $453,832.00 or 34.00%
Total Contract Value: $1,334,800.00 or 100.00%
Total M/FBE Value: $762,932.08.00 or 54.46%
Exhibits Attached
Exhibit 1: Contractor’s Renewal Agreement
Exhibit 2: Contractor’s Renewal Evaluation
Exhibit 3: Contractor’s Performance Report
Contact Information (Type Name, Title, Agency and Phone)
title
Lateef Ashekun, Interim CIO, Information Technology (404) 612-0192
Contract Attached
title
No
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$898,148.00 |
|
Previous Adjustments: |
$3,424,193.08 |
|
This Request: |
$1,334,800.00 |
|
TOTAL: |
$5,657,141.08 |
Grant Information Summary
|
Amount Requested: |
|
☐ |
Cash |
|
Match Required: |
|
☐ |
In-Kind |
|
Start Date: |
|
☐ |
Approval to Award |
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End Date: |
|
☐ |
Apply & Accept |
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Match Account $: |
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|
|
Fiscal Impact / Funding Source
Funding Line 1:
700-220-2205-1705; Information Technology Internal Service Fund, Information Technology, IT Management, Coping Charges
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Key Contract Terms |
|
Start Date: 1/1/2023 |
End Date: 12/31/2023 |
|
Cost Adjustment: $1,334,800 |
Renewal/Extension Terms: No renewal option remains |
Overall Contractor Performance Rating: 3.8
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
1/1/2022 |
12/31/2022 |