REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 3, 2024
FROM
DIANA ALEXANDER, Assistant Executive Officer, Human Services
SUBJECT
Title
Amendment to Contract with Konica Minolta Business Solutions U.S.A., Inc. for Purchase of Office Equipment and Maintenance Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1, effective January 1, 2025, to Contract No. 4400023479 with Konica Minolta Business Solutions U.S.A., Inc., for purchase of copiers/multi-function office equipment and maintenance services, increasing the contract amount by $250,000, from $600,000 to a total contract amount not to exceed $850,000, with no change to the contract period of July 1, 2023 through June 30, 2026.
(Presenter: Cheryl Adams, Deputy Executive Officer, 388-0332)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Pursue County Goals and Objectives by Working with Other Agencies and Stakeholders.
FINANCIAL IMPACT
This item will not result in the use of additional Discretionary General Funding (Net County Cost). Amendment No. 1 (Amendment) will increase Contract No. 4400023479 (Contract) by $250,000 and is funded with a blend of various Human Services allocations which are 85% federal and state and 15% local share funded. Adequate appropriation and revenue have been included in the Human Services (HS) Administrative Claim 2024-25 budget and will be included in the 2025-26 recommended budget.
BACKGROUND INFORMATION
HS has a fleet of over 200 copiers located in approximately 45 different buildings throughout the County. On December 21, 2023, the Purchasing Department (Purchasing) approved the Contract with Konica Minolta Business Solutions U.S.A., Inc. (Konica), for the purchase of copiers and printers, in an amount not to exceed $600,000, for the period of July 1, 2023 through June 30, 2026.
The recommended Amendment requires approval from the Board of Supervisors (Board) and adds $250,000 to the Contract, for a total Contract amount not to exceed $850,000, with no change in the Contract period. Approval of the Amendment will allow HS Administration to purchase additional copiers and printers due to the aging fleet of copiers needing replacement as well as an increase in the cost per unit.
This Contract may be terminated by the County without cause upon 30-day prior written notice. Contractor performance will continue to be measured by review of monthly invoices and written reports to ensure compliance with the administrative, fiscal, and program elements of the Contract.
PROCUREMENT
As a result of a competitive procurement, Purchasing approved the Countywide Contract No. 4400017551 with Konica for Copier/Multifunction Printer Rentals and Maintenance Services for the period of July 8, 2023 through June 30, 2026. Under the umbrella of the Countywide contract, Purchasing approved this non-competitive Contract with Konica for the purchase of copiers and printers.
Per County Policy No. 11-04, the Purchasing Agent may approve the competitive and non-competitive purchase of services where the annual aggregate cost, per scope of services, per vendor, per agency, department, or Board-governed Special District does not exceed the amount authorized by California Government Code § 25502.5, which is currently set at $200,000. Any contract exceeding that amount during a single annual period must be approved by the Board.
REVIEW BY OTHERS
This item has been reviewed by Human Services Contracts (Patty Steven, Contracts Manager, 388-0241) on October 18, 2024; County Counsel (Daniella Hernandez, Deputy County Counsel, 387-5455) on November 5, 2024; Purchasing (Jessica Barajas, Supervising Buyer, 387-2065) on November 13, 2024; Finance (Paul Garcia, Administrative Analyst, 386-8392) on November 12, 2024; and County Finance and Administration (Cheryl Adams, Deputy Executive Officer, 388-0332) on November 14, 2024.