ART - Lease vs. Buy Analysis for Multi-Functional Devices (Copier, Fax, Printer, Scanner) 2005

The document is a meeting agenda item for the Finance/Government Services Committee of the Board of Supervisors. The subject of the item is the contract award for multi-functional devices (copier, fax, printer, scanner) for the county. The staff recommends awarding the contract to IKON, a vendor under the U.S. Communities' Government Purchasing Alliance contract, for a total amount of $252,120. The background information explains that U.S. Communities is a non-profit organization that helps public agencies reduce costs by combining their purchasing volumes. The current fax machine contract is expiring, and the staff proposes using the U.S. Communities' contract for multi-functional devices instead of fax-only machines. This would eliminate equipment redundancy, save space, and provide a more cost-effective solution. The document also presents two options for obtaining the devices: leasing or purchasing. The staff recommends the purchasing option as the most cost-effective method. The funding for the devices comes from the Internal Services Fund, supported by chargebacks to county departments. The alternatives presented are either authorizing the contract award or not authorizing it and exploring other options. The draft motion proposes authorizing the contract award to IKON. The staff contacts for the relevant departments are also provided.