Agenda Item
Meeting Date:
10/24/2024 - 6:00 PM  
Category:
Future Action Item(s)  
Type:
Info  
Subject:
RFP-040-2024-2026-Technology-Leased Multifunctional Copiers-Districtwide Use  
District Goals:
Goal 3
Empowered Staff
Goal 1
Thriving Students
  
Enclosure:
 
File Attachment:
 
Summary:
Crowley ISD's current district-wide leased copier and maintenance vendor is Canon Solutions America. The contract expiration date is fast approaching. The expiration date of the current agreement is December 31, 2024. This agreement does not have any additional option years available. CISD currently has a total of 115 devices that are covered under the current co-terminus agreement. Additional, individual campuses and/ or departments may either lease or purchase copiers with their respective campus/department budgets which are outside of the district-wide copier allocations. Current Allocation Methodology: -Elementary to 9th grade receives (2) leased copy machines paid by the district-wide copier funding source -High School level receives (4) leased copy machines paid by the district-wide copier funding source. Crowley ISD advertised a new bid for district-wide leased copiers on August 7, 2024. The new bid will be for a total of 66 months or 5 1/2 years. The period of performance is from January 2025 through June 30, 2026, with the option to renew for an additional four (4) years in 1-year increments at the discretion of the district. This bid closed on September 19, 2024.  
Budgetary Impact:
CISD current annual spend with our current vendor is approximately $521,000 per year for all included charges, i.e., leased copier machines, supplies such as toner, as well as the maintenance of the machines.  
Recommendation
None at this time. This item will be presented as an action item in November 2024.  
Approvals:
Recommended By:
Signed By:
Nadia Powers - Director Purchasing
Signed By:  
Leon Fisher - Chief Financial Officer
Signed By:  
Michael McFarland - Superintendent