Department
Information Technology
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to renew existing contracts - Fulton County Information Technology Department RFP#19RFP114474B-BR, Digital Multi-functional Devices and Support Services in the amount of $1,224,193.08 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 county wide. This is the third of four renewal options. One renewal option remains. Effective dates: January 1, 2022 through December 31, 2022. (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 (First sentence includes Agency recommendation. Provide an executive summary of the action that gives an overview of the relevant details for the item.)
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 for Library patrons. 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 patrons at Libraries will continue to have printing, copying, fax and scanning capabilities at all 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 |
|
|
$1,224,193.08 |
|
Total Revised Amount |
|
|
$4,322,341.08 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $1,224,193.08
Prime Vendor: Standard Office Systems of Atlanta, Inc. /Metro Records Management (JV)
(Standard Office Systems of Atlanta, Inc. - $807,967.43 or 66.00%) & (Metro Records Management - $416,225.65 or 34.00%)
Prime Status: Standard Office Systems of Atlanta Non-Minority
Metro Records Management Female Business Enterprise - Certified
Location: Duluth, GA
County: Gwinnett County
Prime Value: $1,224,193.08 or 100.00%
Total Contract Value: $1,224,193.08 or 100.00%
Total M/FBE Value: $416,225.65 or 34.00%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Contract Renewal Agreement Form No. 3
Exhibit 2: Contractor Renewal Evaluation Form No. 3
Exhibit 3: Contractors Performance Report
Contact Information (Type Name, Title, Agency and Phone)
title
Glenn Melendez, 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: |
$2,200,000.00 |
|
This Request: |
$1,224,193.08 |
|
TOTAL: |
$4,322,341.08 |
Grant Information Summary
|
Amount Requested: |
|
☐ |
Cash |
|
Match Required: |
|
☐ |
In-Kind |
|
Start Date: |
|
☐ |
Approval to Award |
|
End Date: |
|
☐ |
Apply & Accept |
|
Match Account $: |
|
|
|
Fiscal Impact / Funding Source
Funding Line 1:
700-220-2205-1705; Information Technology Internal Service Fund
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Key Contract Terms |
|
Start Date: 1/1/2022 |
End Date: 12/31/2022 |
|
Cost Adjustment: $1,224,193.08 |
Renewal/Extension Terms: 3 of 4 |
Overall Contractor Performance Rating: 3.8
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
7/1/2021 |
9/30/2021 |