Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify and extend an existing Universal Term Contract (UTC) for the option to purchase printers with US Laser LLC. The contracts provide Printers City wide. These machines are used to copy, print, scan, and fax documents. An RFQ process is needed to establish a new contract. The current contract expires on June 30, 2026 and there is not enough time to use a procurement process to award a new contract. A lapse in contract would cause an interruption of this service which is needed for Citywide Departments. Pricing and terms have not changed on the contract.
The contract, PO334353 was established in accordance with Request for Quotation RFQ021814 under Ordinance Number 1758-2022 and will expire June 30, 2026. The City and US Laser LLC have agreed to modify and extend the contract for an additional one (1) year term subject to approval of proper City Authorities. The new contract expiration date will be June 30, 2027. The intent is to complete a new bid process prior to the new expiration.
Per the requirements of Section 329.09(a) of City Code:
(1) The amount of additional funds to be expended under the modification: No additional funds are necessary to modify the option contract as requested.
(2) Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded: No additional goods or services are being ordered at this time. This extension allows the opportunity for user agencies to order additional goods or services, if needed, until a new contract is in place.
(3) Why it would not be in the city's best interests to have the additional contract requirements awarded through other procurement processes specified in this chapter: Any lapse in this contract would cause an interruption of this service which is needed for Citywide Departments.Pricing and terms have not changed on the contract.
(4) How the price for the addit...
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