SUBJECT
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Approve a piggyback agreement with Konica Minolta Business Solutions U.S.A., Inc. for copier leases and managed print services for all county divisions. ($350,000.00 estimated recurring annual expense)
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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 Konica Minolta to provide the leased 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 lease of all county copiers with Konica Minolta, and county divisions are satisfied with their performance, The Information Technology Division requested assistance from Procurement to piggyback a cooperative agreement with Konica Minolta to continue to provide leased copiers. Konica Minolta requires a reseller to lease and manage copier performance, and this agreement allows Boring Business Systems to continue to manage the lease process, handle all maintenance needs, billings, etc. 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 Konica Minolta for multi-function devices and related services. The term of the agreement with all available renewals is July 31, 2029.
RECOMMENDATION
Request Board approve piggyback agreement with Konica Minolta Business Solutions U.S.A., Inc. for copier leases and managed print services.
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