Discussion and possible action to enter into a Sixty (60) month (October 1, 2020 through September 30, 2025) Copier Lease and Maintenance Agreement between Toshiba Business and Financial Solutions and Webb County for an amount not to exceed $14,805.00 per month for equipment lease costs and an amount not to exceed $4,293.00 per month for maintenance coverage for a total of 138 copiers that will be expiring September 30, 2020, with an overall total savings of $4,305.55 per month compared to our current equipment lease and maintenance rates. Pursuant to Sections 271.101 and 271.102, Texas Local Government Code, Cooperative Purchasing program #DIR-CPO-4426, and authorizing the County Judge to sign all relevant documents; and any other matters incident thereto. [GL Accounts (#443000-035 - Repairs & Maintenance Equipment)]
| Current Equip. Monthly Lease Rates |
Proposed Equip. Monthly Lease Rates (60 Months) |
Monthly Cost Savings ($) |
Annual Cost Savings ($) |
Savings over the duration of the agreements (60 months) |
| $18,488.63 |
$14,804.23 |
$3,684.40 |
$44,212.80 |
$221,064.00 |
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| Current Maint. Agreement Monthly Rates |
Proposed Maint. Monthly Rates (60 Months) |
Monthly Cost Savings ($) |
Annual Savings ($) |
Savings over the duration of the agreement (60 months) |
| $4,914.08 |
$4,292.93 |
$621.15 |
$7,453.80 |
$37,269.00 |
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Total Combined Savings: |
$4,305.55 |
$51,666.60 |
$258,333.00 |
Issue: County wide copier lease and maintenance agreements have expired or will expire by September 30, 2020. Since Fall of 2016 the Court has authorized new or renewals for County wide copier agreements to not exceed an expiration date of 09/30/2020. Prior to this action, copier agreements were being renewed with different expiration dates and were expiring throughout the fiscal year.
Solution: The DIR Cooperative pricing offered by Toshiba will allow the County to recognize at minimum at combined savings of $4,305.55 per month compared to the current monthly expenses from the lease and maintenance of 138 copiers utilized by County departments. Projected annual savings will be at a minimum of $51,666.60 per fiscal year for both the leasing of the equipment and the maintenance coverage and over the course of the 60 months $258,333.00 total savings to Webb County.
Result: Securing a long term copier and maintenance agreement under DIR Cooperative pricing from Toshiba will recognize over $258,333.00 in savings over the term of the contract and will assist with annual budgetary projections and contract management by securing all copiers under one agreement that will start and end on the same lease terms. |
Current Total Equipment Lease Payments: $18,488.63 per month
•48 Months $17,760.97 Monthly Lease Savings $727.66 per month
•60 Months $14,804.23 Monthly Lease Savings $3,684.40 per month
Revised All Inclusive Cost Per Print Maintenance Agreement:
•Toshiba - Black / White CPC Rate: $0.0046
•Toshiba - Color CPC Rate: $0.0338
•Lexmark – Black/ White CPC Rate: $0.0104
•Lexmark – Color CPC Rate: $0.0594
•NO MONTHLY BASE CHARGES
- Proposed Estimated Cost per print maintenance agreement: $4,292.93 monthly
- Proposed Estimated Monthly savings: $621.15
• Toshiba Business Solutions and Webb County have a 22-YEAR business partnership
• Toshiba has 4 Full-time Service Technicians with an average 4-hour Response time to Webb County
• Toshiba’s Laredo Branch is located at 9803 Sterling Loop, Suite 140, Laredo
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