To: BOARD OF SUPERVISORS
From: Executive Office
Meeting Date: November 4, 2025
|
Department Contact: |
Sara Pierce |
Phone: |
707-463-4441 |
|
Item Type: Regular Agenda |
|
Time Allocated for Item: 15 Minutes |
Agenda Title:
title
Discussion and Possible Action Including Direction to Staff Regarding a Future Lease with Toshiba Business Solutions (Toshiba) for the Acquisition of Multifunctional Copier Devices
(Sponsor: Executive Office)
End
Recommended Action/Motion:
recommendation
Provide direction to staff regarding a future lease with Toshiba Business Solutions (Toshiba) for the Acquisition of Multifunctional Copier Devices.
End
Previous Board/Board Committee Actions:
On April 8,2019, Item 5d): “Approval of an Agreement with Toshiba Business Solutions (Toshiba) in the amount of $350,000 for the acquisition of multifunction copier devices and maintenance services (based on the Region 4 cooperative/competitively awarded contract); amend the County’s Fixed Asset List with the associated components as detailed in Exhibit E of the Agreement; authorize the Purchasing Agent to execute any and all necessary documents related to the transaction; and authorize the Purchasing Agent to sign any future amendments to the Agreement that do not alter the fiscal aspects of the Toshiba Master Copier Contract.”
Summary of Request:
The Executive Office Purchasing Division is responsible for the administration, support and maintenance of the County’s multifunctional copier devices. The County entered into an agreement with Toshiba in April 2019 for a three-year term, which expired in 2022, for the administration, support and maintenance of approximately 110 multifunctional copier devices. With the expiration of the lease, the County now owns the devices. Due to the pandemic, the assessment to replace the devices on a three to five-year cycle was put on hold. The life span of a multifunctional copier depends on usage, but ranges from 3-7 years.
The County’s current inventory of multifunctional copiers is 6 years old. The Purchasing Division has analyzed the condition of the multifunctional copier inventory and has determined a significant number of machines are close to the end of their useful life. There are roughly 330 service calls per year with around 20% requiring a subsequent visit. The Purchasing Division is therefore recommending proceeding with a refresh of the entire multifunctional copier inventory. The Purchasing Division recommends replacing the entire inventory, as replacing only a portion of the inventory will cause inefficiencies in tracking and will reduce return on investment. In 2025 the County has already replaced 4 devices on individual leases. Replacing the ageing devices would provide the County with more reliability and efficiency.
If it is the Board’s desire to proceed with a new lease, the Purchasing Division is recommending a contract with Toshiba, due to the County’s current relationship with Toshiba, as well as Toshiba ranked highest in the competitive procurement results outlined below. The Toshiba solution is based on an all-inclusive cost-per-image which includes toner, staples, firmware updates, network support, and training.
If it is the Board’s desire to proceed with a new lease, the proposed contract would span a three-year period, via a capital lease. At the end of the lease, the devices could then be traded in for a cash rebate, and a new lease could be pursued. The cash rebate proposed for the current devices is $33,650.
Overview of the County’s Current Multifunctional Copier Inventory
The County and Toshiba representatives completed a comprehensive analysis of the current inventory in August 2025. The County currently has 114 multifunctional copiers. The analysis determined the County could reduce its inventory to 96 multifunctional copiers. Additionally, the Purchasing Division is recommending reducing the size of 58 devices or 60% of the inventory. The devices recommend for reduction in size, should see little to no change in output speed or efficiency.
Below are various comparisons of current versus proposed devices as well as utilization statistics and costs.
Competitive Processes Review
The County’s 2019 Master Copier Contract was the result of piggybacking off an LA World Airports competitive contract. The Purchasing Division evaluated cost savings alternatives to acquiring a new contract that would meet the County’s current and future operational requirements. The Purchasing Division determined the use of eligible cooperative agreements (piggybacking) from other agencies, where usage volume is significantly higher, would result in better pricing than what Mendocino County could secure independently.
The Region 4 Education Service Center (ESC), as the Principal Procurement Agency, partnered with OMNIA Partners, Public Sector, Inc., to make the resultant contract from the solicitation available to other public agencies nationally, including state and local governmental entities for the public benefit, through OMNIA Partners’ cooperative purchasing program. Region 4 ESC is acting as the contracting agency for any other Public Agency that elects to utilize the resulting Master Agreement.
The solicitation noted above was conducted in February 2025 and resulted in five (5) companies that demonstrated the ability to provide the products and services outlined in the solicitation while offering competitive pricing to the members. The ESC Evaluation Team recommends the following companies for award based on their response.
Alternative Action/Motion:
Do not approve revised policy and provide direction to staff.
Strategic Plan Priority Designation: An Effective County Government
Supervisorial District: All
Vote Requirement: Majority
Supplemental Information Available Online At: N/A
Fiscal Details:
|
source of funding: General Fund and Non-General Fund |
|
current f/y cost: $66,000 |
|
budget clarification: Partly only maintenance contract is budgeted in fiscal year |
|
annual recurring cost: $199,025 |
|
budgeted in current f/y (if no, please describe): No |
|
revenue agreement: No |
AGREEMENT/RESOLUTION/ORDINANCE APPROVED BY COUNTY COUNSEL: N/A
CEO Liaison: Darcie Antle, CEO
CEO Review: Yes
CEO Comments:
FOR COB USE ONLY
|
Executed By: Atlas Pearson, Senior Deputy Clerk |
Final Status: Approved |
|
Date: November 4, 2025 |
|
|
|
|
|
|
|