SUBJECT
title
Approve a piggyback agreement with HP Computing and Printing Inc. for the purchase of multi-function copiers and maintenance services for all county divisions. ($150,000.00 estimated recurring annual expense)
body
DESCRIPTION
The County currently utilizes two agreements, resulting from RFP 20-364, to standardize copier leases and manage the printing services for all county divisions. The first agreement is with HP to provide the purchased copiers and the second is with Boring Business Systems, Inc., to manage the print services. Both agreements expired on August 4, 2025.
Seeing as the County has fully standardized the purchase of all county copiers with HP, and the county divisions are satisfied with their performance, The Information Technology Division requested assistance from Procurement to piggyback a cooperative agreement with HP to continue to provide purchased copiers. HP requires a reseller to manage the purchase process, handle all maintenance needs, billings, etc., and this agreement allows Boring Business Systems to continue providing those services. Boring is also a local vendor.
The State of Florida belongs to the National Association of State Procurement Officials (NASPO) ValuePoint Cooperative Purchasing Organization, which has enabled us to piggyback the agreements that were solicited on behalf of the cooperative. NASPO solicited Request for Proposal (NP-23-001), resulting in an agreement with HP for multi-function devices and related software, services and cloud solutions. Boring is also a local vendor.
The term of the agreement with all available renewals is July 31, 2029.
RECOMMENDATION
Request Board piggyback agreement with HP Computing and Printing Inc. for the purchase of multi-function copiers and maintenance services for all county divisions.
FISCAL IMPACT
Funds are available within each user division’s operating budget.
CONTACT INFORMATION
Brad Howard
Sr. Procurement Analyst
bradhoward@polk-county.net
863-534-6706