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Meeting Date:
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1/21/2020 - 6:30 PM
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Category:
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ITEMS OF BUSINESS
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Type:
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Action
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Subject:
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8. Action on Request to Waive Administrative Policy 3.09(9)(e) and to Enter into a Contract with Canon Solutions America, Inc., for the Leasing of Digital Copy Machines
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Strategic Plan Compatibility Statement:
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Goal 3 Effective and Efficient Operations
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Attachments
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Action on Request to Waive Administrative Policy 3.09(9)(e) and to Enter into a Contract with Canon Solutions America, Inc., for the Leasing of Digital Copy Machines: Proposed Lease Agreement
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File Attachment:
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Background:
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The Administration is requesting authorization to waive the three-year term limit of Administrative Policy 3.09(9)(e) and to enter into a contract with Canon Solutions America, Inc., for the leasing of digital copy machines.
The lease will include four pieces of new equipment, installation, training, maintenance, and all consumable supplies (except paper). These machines, which will replace three currently-leased Konica Minolta machines, will increase duplicating capacity and efficiencies. Canon will provide a service credit to the district in the amount of $224,000 to fulfill the existing lease obligations related to the current equipment.
The monthly lease cost under this proposed agreement will be $10,400, which represents a decrease of $3,579 from current monthly lease costs. Ultimately, the district will realize $225,477 in net savings over the term of the new lease.
This contract will run for a 63-month period from February 1, 2020, through May 31, 2025 (the “Initial Term”). The district is piggybacking on the previously-bid National IPA (now OMNIA Partners, Public Sector) contract.
The total cost of the goods and services purchased will not exceed $124,800 for leased equipment per annual period and shall not exceed $655,200 during the Initial Term.
This contract requires adding an additional $36,000 annually to cover the click charges assessed by Canon for copying. The click charges will be reimbursed by the consumer when they pay for the ordered product.
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Fiscal Impact Statement:
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This item authorizes expenditures as indicated in the attachment.
DUP-0-0-DUP-DU-EMTC...… (Duplicating Services)…...$835,200
Canon Solutions America, Inc.
HUB PARTICIPATION
Required ……………………………………………N/A
Proposed ……………………………………………N/A
$ Value …………………………………………….N/A
STUDENT ENGAGEMENT (hours per 12-month contract)
Paid Student Employment Hour Commitment: 0
Student Career Awareness Commitment: 0 HOURS
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Implementation and Assessment Plan
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Upon Board approval, the agreement will begin as indicated in the attachment.
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Recommendation:
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Your Committee recommends that the Board authorize the waiver of Administrative Policy 3.09(9)(e) and to contract with Canon Solutions America, Inc., for the leasing of digital copy machines, as set forth in this item and attachment.
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Approvals:
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Recommended By:
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Signed By:
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Adria D Maddaleni - Director
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Signed By:
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Regina Flores - Contract Compliance Supervisor II
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Signed By:
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Martha Kreitzman - Chief Financial Officer
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Signed By:
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Christopher Hauser - Deputy Superintendent
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Signed By:
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Keith Posley, Ed.D. - Superintendent
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