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AGENDA ITEM 11
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MEETING DATE: February 3, 2021
TO: Board of Directors
FROM: Trey Griffin, Acting Information Technology Director
SUBJECT: Consideration of a Contract with Sierra Office Solutions
APPROVED BY______________________________
Brian C. Wright, Interim General Manager/
Water Utility Director
RECOMMENDATION:
Authorize the Interim General Manager to execute a contract, and all necessary
documents, with Sierra Office Solutions in an amount of $126,503 + printing overages.
BACKGROUND:
The District previously held a contract for six Xerox Copy Machines with Sierra Office
Solutions the terms of which have recently expired. The District has the option to either
purchase the previously leased equipment or return it and lease new equipment. Given the
current equipment is now past its prime, staff has determined the most beneficial option to
enter into a new lease term with new equipment.
Staff has reached out to three organizations providing Xerox Copier Leases to request
quotes; Sierra Office Solutions, Inland Business Solutions and Future Print Services. As of
January 25, 2021 the District has received two responses as outlined below:
2021 Printer Lease Sierra Office Solutions Inland Business Systems
Future Print
Services
Equipment C18145 C18145
No Reply
Quantity 6 6
Lease Term 60 60
Copy Prices
B&W
Included
13,000
13,000
Extra $0.009 $0.015
Color Included
8,000
8,000
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Extra $0.059 $0.065
Cost Per Month $1,947.42 $2,146.76
Tax Rate 8.2650% 8.2650%
Tax $160.95 $177.43
Total Cost Per Month $2,108.37 $2,324.19
Total Cost Over Lease Term $126,502.46 $139,451.38
FISCAL IMPACT:
Sufficient funds exist within the IT budget for FY21’s lease term. The remaining lease term
through 2025 will be accounted for in future budgets.
ATTACHMENTS:
Attachment 1: Lease Agreement