P.O. Drawer 140, 100 Central Circle

Low Moor, VA24457

540-863-1809†††† 540-863-1804 fax

 

DATE: May 21, 2018

 

ACTION ITEM

 

SUBJECT

Request for Proposals- Digital Copiers Lease and Service

RATIONALE

The divisionís three-year contract with Ricoh USA will expire on July 14, 2018.

 

An RFP for Digital Copiers; Lease and Service was issued on March 13, 2018.Proposals offering a three-year term were requested and with the exception of paper, pricing was to be all-inclusive.

 

A non-mandatory, pre-proposal conference was held on March 27, 2018 and was attended by representatives from ESI and Canon.

 

Software House International submitted a proposal on April 13, 2018.

Canon submitted a proposal on April 13, 2018.

ESI submitted a proposal on April 16, 2018.

All were submitted by the RFPís deadline.

 

Each of the vendors was invited to offer an oral presentation. Presentations were completed on May 2, 2018 and on May 4, 2018.

 

Best and final offers were received on May 8, 2018.

 

The contract period will begin on July 1, 2018 and will end on June 30, 2021.

 

A recommendation will be made at the board meeting.

ESTIMATED COSTS

 

BUDGET CATEGORY

Fund One

LEGAL REFERENCE

N/A

STAFF CONTACTS

Jeff Alleman

SUPERINTENDENTíS

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