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Meeting Date:
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10/12/2022 - 6:00 PM
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Category:
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Technology
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Type:
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Action
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Subject:
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15.31 Review and Potential Approval of the Piggyback Contract Approval and Proposal for Copier Lease and Services for Mt. Diablo Unified School District Sites and Departments
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LCAP (Local Control Accountability Plan) Goal:
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Goal 1: All students will receive a high quality education in a safe and welcoming environment with equitable and high expectations, access to technology, and instruction in the California State Standards that prepare them for college and career.
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Enclosure
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SUHSD and RMC Agreement for RFP R6-2019
SUHSD Board Minutes Approving the Award of RFP to RMC
MDUSD-RMC Preliminary Proposal
List of Currently Leased Copy Machines
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File Attachment:
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Summary:
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District staff wish to piggyback on Shasta Unified High School District's (SUHSD) Request for Proposal (RFP) R6-2019 for Office Equipment and Related Technology and Services, as allowed by California Public Contract Code, Section 20118. Due to the continued supply market uncertainty, and the need to transition out of our current lease, ending December 31, 2022, staff propose the use of a piggyback agreement that best fits the District’s needs for modernizing copiers. We reviewed several existing bids and the services they provided. We also solicited the reviews and opinions of other districts and the services they were using.
Through this process we discovered Ray Morgan Company (RMC), a UBEO Company, and their RFP award with SUHSD. Staff believes this is the best fit for our copier and service needs, as well as an option for other technology services included in their proposal. We will be able to replace our current copiers with new Canon machines at the same or lower cost as we are currently paying. These machines have a higher output than existing machines. Included are cloud-based faxing services, which will also save the District the costs of our fax machines, phone lines, and their service costs.
Upon approval of use of this Piggyback Contract, we will finalize the proposal with RMC. We are still confirming the count of copiers still needed. The proposal will incorporate all the machines currently being leased by the District (Information Technology (IT) Department master lease, as well as sub-leases by sites and departments), and their proposed buyouts. IT will continue to pay for the new leases designated in the prior agreement, and the sites will maintain their extra machine costs at the site level.
Staff is requesting Board approval of for the use of the piggyback agreement with SUHSD, for no more than the identified amount, so that we may finalize the proposal, order machines, and prepare for their installation.
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Funding:
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IT portion will be from Program 50290000 (District Copy Machine Maintenance)
Various site budgets will cover the additional machines wanted by sites and departments
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Fiscal Impact
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$528,267.84 per year ($44,022.32/month) plus any overages and additional taxes
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Recommendation:
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Move to approve the use of the piggyback Request for Proposal R6-2019 from Shasta Unified High School District with Ray Morgan Company, a UBEO Company, for office equipment and related technology and services
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Approvals:
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Recommended By:
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Signed By:
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Elizabeth McClanahan - Director of Purchasing and Warehouse
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Signed By:
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Robert Sidford - Director of Technology and Innovation
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Signed By:
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Dr. Lisa Gonzales - Chief Business Officer
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Signed By:
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Cesar Alvarado - General Counsel
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Signed By:
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Dr. Adam Clark - Superintendent
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Vote Results:
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| Original Motion | | Member Keisha Nzewi Moved, Member Linda Mayo seconded to approve the Original motion 'Move to approve the use of the piggyback Request for Proposal R6-2019 from Shasta Unified High School District with Ray Morgan Company, a UBEO Company, for office equipment and related technology and services'. Upon a Roll-Call Vote being taken, the vote was: Aye: 5 Nay: 0. | | The motion Carried 5 - 0 | | | | | Linda Mayo | Yes | | Debra Mason | Yes | | Cherise Khaund | Yes | | Keisha Nzewi | Yes | | Erin McFerrin | Yes | |
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