Department
Information Technology
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval of a recommended proposal - Fulton County Information Technology Department, 23RFP139160B-EC, Digital Multi-functional Devices and Support Services in an amount not to exceed $724,581.72 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. Effective upon BOC approval through December 31, 2024, with four renewal options. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with the Purchasing Code Sections 102-374, all competitive sealed proposals shall be forwarded to the Board of Commissioners for approval.
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
This contract will provide managed services and lease Multi-Functional Devices (MFD) that are fully capable and pre-configured at installation to be connected securely to the County’s infrastructure. The MFD fleet will account for the rightsizing needs of each Department/Agency. In addition to leased equipment, services provided include scanning, printing, and faxing capabilities that are pertinent and necessary for the efficient operation of all County Departments and Agencies.
Through this contract, services for print management, patron printing for the public and electronic faxing will be administered. The vendor will provide resources for maintenance support, training and technical assistance to the Government Center, Justice Center, and all remote County locations. The vendor will adhere to all green initiatives by replacing and recycling all toner cartridges and consumables. This contract will also include account management and software to track departmental usage for cost allocation.
The contract resulting from the award will be from the date of the signed agreement by both parties to the end of the calendar year and include four (4) additional options for annual renewal subject to successful performance and availability of funding. Funding will be provided by each agency. The contract will commence as of the date indicated in the Notice to Proceed (NTP) and will terminate as indicated in the contract.
Scope of Work: The project scope of work includes acquiring a lease and services for Digital Multi-functional Devices (hereafter “MFD”) and Support Services, to facilitate
County business needs and requirements. Equipment lease and professional
services under this contract will include the installation of new digital multifunctional
imaging devices, all consumable supplies (except paper), all normal
and emergency repair services, all periodic preventative maintenance, account
management to include support staff/professional services, fleet management and all operator training in accordance with all requirements of this RFP.
All multi-functional devices (MFDs) shall have the following minimum functionality:
• Copying (B&W and Color)
• Network Printing (B&W and Color)
• Scanning (B&W and Color)
• Faxing (B&W and Color)
• Wireless, remote services (B&W and Color)
Community Impact: Print Services through this contract allow printing, faxing, and copying capabilities for patron offered services in all Library locations and other Departments/Agencies that offer print services for Fulton County constituents.
Department Recommendation: The Information Technology Department recommends approval.
Project Implications: If the Board action is not approved, Departmental agencies will not be able to complete critical operation tasks such as printing, scanning, and faxing that are necessary to deliver services to County customers and constituents.
Community Issues/Concerns: There are no community issues/ concerns.
Department Issues/Concerns: It is critical that approval be considered and preferably approved to move forward with contract execution to secure lease and services.
Contract Modification: This is a new procurement
Exhibits Attached
Exhibit 1: Evaluation Committee Recommendation Letter
Exhibit 2: Performance Evaluation
Contact Information (Type Name, Title, Agency and Phone)
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Kevin Kerrigan, Chief Information Officer, Information Technology, 404-612-0057
Contact Compliance Information
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Contract Value: $724,581.72
Prime Vendor: Standard Office Systems of Atlanta, Inc.
Prime Status: Non-Minority
Location: Duluth, GA
County: Gwinnett County
Prime Value: $434,821.49 or 60.01%
Subcontractor: Metro Records Management
Subcontractor Status: African American Female Business Enterprise
Location: Atlanta, GA
County: DeKalb County
Subcontractor Value: $289,760.23 or 39.99%
Total Contract Value: $$724,581.72 or 100.00%
Total Certified Value: $289,760.23 or 39.99%
Contract Attached
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No
Previous Contracts
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No
Total Contract Value
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Original Approved Amount: |
$0.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$724,581.72 |
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TOTAL: |
$724,521.72 |
Grant Information Summary
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Amount Requested: |
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☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
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☐ |
Approval to Award |
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End Date: |
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☐ |
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, Copying Charges
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Key Contract Terms |
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Start Date: Upon BOC approval |
End Date: 12/31/2024 |
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Cost Adjustment: |
Renewal/Extension Terms: Four renewal options |
Overall Contractor Performance Rating: 97
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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7/1/2023 |
9/30/2023 |