To: Honorable Mayor and Members of Town Council
Through: David L. Corliss, Town Manager
From: Andy Novak, Technology Operations Manager
Title
Resolution Waiving the Formal Written Bidding Requirement on the Basis of Sole Source and Approving an Agreement with Konica Minolta Business Solutions USA, Inc. for Copier Lease and Maintenance Services for the Town of Castle Rock
Body
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Executive Summary
Staff requests approval of a resolution renewing its lease agreement with Konica Minolta for Town-wide printers/copiers for a term of four years. This request also includes approval to waive the formal written bidding requirement on the basis of sole source, as the Town is able to leverage the University of Colorado Master Premier Rental Agreement to ensure the best pricing.
With this agreement, the Town’s entire leased fleet of 42 copiers, which are four years old, will be replaced. Also included within the agreement is maintenance for 37 printers already in place. Additionally, supplies will be replenished for all copiers and printers, an updated billing system will be implemented, and necessary staff training will be provided under the agreement.
Budget Impact
Through the proposed State contract, the Town was able to keep costs for the next four years on par with the previous contract term. The total cost of the proposed 2025 to 2029 lease with Konica Minolta is $480,690.72. This is less than a 1% increase over what we are paying today, when factoring in the additional copiers and printers acquired over the last four years, along with some that were eliminated from the maintenance agreement. Each department will be charged individually for their hardware and maintenance costs.
Proposed Motion
“I move to approve the resolution as introduced by title.”
Attachments
Attachment A - Resolution
Attachment B - Sole Source Justification Form
Attachment C - Master Premier Rental Schedule
Attachment D - Licensed Software, Products and/or Services Addendum
Attachment E - Consent to Assignment
Attachment F - Maintenance Agreement