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Meeting Date:
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8/19/2020 - 3:30 PM
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Category:
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Action Items
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Type:
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Action
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Subject:
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14.10 TECHNOLOGY: Ratification of Consultant Agreement With Client Advantage Group, LLC for District-Wide Copier Fleet Assessment and Contract Management Services (funded through the General Fund in the amount of $57,000)
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Strategic Plan:
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Enclosure
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File Attachment:
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Summary:
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Perris Union High School District would like to enter into a Consultant Agreement with Client Advantage Group, LLC (CAG) for district-wide copier fleet assessment and contract management services.
In 2016, CAG was contracted to analyze the District’s copy needs and work to help solve numerous issues with copier vendor service level agreements, hardware and software support, billing, and copier fleet needs. After the district analysis, CAG created copier specifications, requests for qualifications, and requests for proposals specific to our District requirements from vendors to ensure a competitive procurement process that was the most beneficial to the District. CAG is an independent expert in the field and was key in how the District implemented a successful copier fleet replacement at a considerable cost savings in excess of $500,000 over our current contract term. CAG works with many K-12 School Districts and Community Colleges throughout California and consistently produces lower than Co-Op and National Bid pricing for each of their clients. CAG also has earned the respect of the vendors as they continue to drive them to higher performance standards, they build into each RFP.
With the District’s copier fleet lease expiring, it will be necessary to build off the strength and relationship with CAG to negotiate favorable copier service terms for the next fiscal year and work on a new set of bid specifications for the following years. It is estimated that the process of assessment, solicitation, selection, and negotiation will take approximately four months. Once the vendor has been selected, the District will bring the new copier contract to the Board for approval.
The term of this Agreement shall be from July 1, 2020, through June 30, 2023. The cost of this service is $19,000 per year for three (3) years for a total amount of $57,000.00 for the entire term of the Agreement.
This item is being brought forth as a ratification due to budget uncertainties that existed as a result of the State Budget not having been signed by the Governor until June 29, 2020.
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Funding:
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The cost for this item will be included in the 2020-21, 2021-22, and 2022-23 operating budgets funded through the General Fund.
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Recommendation:
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It is recommended that the Board of Trustees ratify the Consultant Agreement with Client Advantage Group, LLC for district-wide copier fleet assessment and contract management services.
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Approvals:
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Recommended By:
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Signed By:
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Joseph Williams - Executive Director - Technology
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Signed By:
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Dawn Bray - Director - Purchasing
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Signed By:
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Candace Reines - Deputy Superintendent
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Signed By:
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Grant Bennett - Superintendent
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Vote Results:
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| Original Motion | | Member David Nelissen Moved, Member Dr. Jose Luis Araux seconded to approve the Original motion 'It is recommended that the Board of Trustees ratify the Consultant Agreement with Client Advantage Group, LLC for district-wide copier fleet assessment and contract management services.'. Upon a Roll-Call Vote being taken, the vote was: Aye: 5 Nay: 0. | | The motion Carried 5 - 0 | | | | | David Nelissen | Yes | | Dr. Jose Luis Araux | Yes | | Dr. Randall Freeman | Yes | | Edward Garcia, Jr. | Yes | | Anthony T. Stafford, Sr. | Yes | |
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