Agenda Item
i. State of Georgia Contract 99999-SPD00001370005 Lease Purchase of Digital Printing Equipment for DCSD Copy Center Contract Ratification and Approval (Canon Solutions America (Not to exceed $170,000) This recommendation is for the initial term and first renewal term of of a 5-year Lease Agreement ~ Updated 1.30.2025
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the Board of Education approve the contract for the State of Georgia Contract 99999-SPD0000137-0005 for the lease purchase of digital equipment for the DCSD Copy Center to Canon Solutions America in the amount not to exceed $170,000.00 for all maintenance and supplies excluding paper. This recommendation is for the initial term and first renewal term of a 5-year Lease Agreement. The initial term will be from May 1, 2024, through June 30, 2024, for an amount not to exceed $23,000. The first renewal will be from July 1, 2024, through June 30, 2025, for an amount not to exceed $147,000.
Why: This request is a contract for Canon Solutions America for the lease purchase cost of the equipment.
Details: Canon Solutions America is the most responsive and responsible bidder to provide a lease purchase option for the DCSD Copy Center's up-to-date digital equipment and a full-service comprehensive maintenance program. This contract is for 1 year with (4) one year (1) year renewals. Canon Solutions America is located at 5625 Oakbrook Pkwy, Norcross, GA 30093
Financial impact: The total budget for these services is allocated from the cost code 100.2800.561000.00011.7620.9990.8010.040.0000 under the Operations Division General Fund Budget in the amount not-to-exceed $170,000.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1475
Mr. Keith Singleton, Director of Business Services, Division of Operations, 678.676.1423
Effective: Upon Board Approval
Status: Approved by General Counsel
Statewide Contract Information Sheet
Statewide Contract 99999-SPD-
NIGP Code Multiple
Number SPD0000137-0005
Name of Printers, Multi-Functional Printers (MFPs) and Related
Contract Technologies
Expiration
Effective Date July 1, 2020 October 31, 2023
Date
Contract Table of Contents
Suppliers Contract
5 Mandatory
Awarded Information:
Contract Information for Supplier Page Number
Canon U.S.A., Inc. 2
Additional Contract Information
Products and Services Available 4
Maintenance 5
Desktop Printers 6
Products and Services NOT Covered 7
Ordering Instructions: How to Lease or Purchase
8, 9
Equipment
Contract Renewals/Extension Changes
10
DOAS Contact Information
1
Supplier Information Sheet
Contract Information
Statewide Contract
99999-SPD-SPD0000137-0005
Number
PeopleSoft Supplier
0000004596
Number
Supplier Name & Address
Canon U.S.A., Inc.
One Cannon Park
Melville, NY 11747
Contract Administrator
Dave Rothauser
631-330-5443
drothauser@cusa.canon.com
Contact Details
Canon U.S.A., Inc.
4100 N. Fairfax Dr., Suite 200
Arlington VA, 22203
GMD_Government_Orders@cusa.canon.com
Ordering Information Jocelyn Nesbitt
703-807-3048
Orders must include the User Agency Lease
Agreement
2
Purchase Remittance
Remitting Information Canon U.S.A., Inc. PO Box 841023
Dallas, TX 75284-1023
Lease Remittance
14904 Collections Center Drive
Chicago, IL 60693
Orders will be shipped within 2 days
Delivery Days
after receipt of Purchase Order
Additional discounts may be available
Discounts based on the size and scope of the
opportunity.
Payment Terms Net 30 Days
Bid Offer includes State and Local Government
Supplier will accept Purchase Orders
and the Purchasing Card under this
Acceptable payment method contract as permitted by current
policies governing the Purchasing Card
program.
3
4
Department of
Administrative Services
CU:Stn,ner Focused, f'e,jnnnance Driven
MAINTENANCE
-- --- I
SCENARIO : OPTIONS
- - I
---- -·-------------
LEASED EQUIPMENT WITH MAINTENANCE PLAN- SUPPLIER NOT If t[me is remalning on your existing lease agreement, options
AWARDED UNDER NEW CONTRACT indude:
a. Continue with current Supplier until:the full
Lease Agreement/Maintenance Plan Term ends.
b. Enter a lease {with new equipment) under the new MFP
statewide Contract at the end of the current Fiscal Year ('60- day
Notice Re uired .
"'!"""'".........._,.....,,., --- ---------------.... . ---1
I_LEASED EQUIPMENT WITH MAINTENANCE PLAN-SUPPLIER If tirne is remaining on your existing lease agreement, options
I UNDER OLD CONTRACT WAS AWARDED A NEW CONTRACT include:
I a. Continue w,ith current S uppHer untiil the
fu11Lease Agreement/Maintenance Plan Term
ends.
b. Enter a lease (wirth new equipment) under the new MFP
statewide Contract at the end of the current Fiscal Year (60-day
LEASED ;EQLJIIPMENT WITH MAINT:ENANCE PLAN, Notice Required).
TERM ENDS JIJNE 30THOF CURRENT FISCAL YEAR-NO TIME
REMAINING Ent,er a l'ease ,with new equipment) under the new MFP statewide
Gontract at the end of the current FiscaI Yea,r
-
PURCHASE EQUIPMENT WITH MAINTENANCE PLAN UNDER OLD Continue With current Maintenance Plan until the full term
CONTRACT HAS TIME REMAINING expir,es.
PURCHASE EQUIPMENT WITH MAINTENANCE PLAN UNDER OLD ! NO TIME REMAINING
I CONTRACT WILL EXPIRE JUNE :IO OF CURRENT FISCAL YEAR-
5
May obtain Ma intemmce P1111n und,er the new statewide MFP
contra,ct.
5
6
7
8
ORDERING INSTRUCTIONS: HOW TO LEASE An MFP
• Review Suppliers Website for Product Information: CANON USA
• Review the MSRP Discount Listing of each Supplier’s products on Team
Georgia Marketplace.
• Contact the statewide Supplier.
• Leases can only be established on a fiscal year basis, beginning July 1st.
• Complete the MANDATORY User Agency Lease Agreement, located on
Team Georgia Marketplace.
*THIS IS THE ONLY STATE APPROVED LEASE AGREEMENT
*Lease Options Available: 24month, 36month, 48month, 60month
UPDATE REGARDING PUNCH-OUT
• Effective September 19, 2022, the punch-out option is no longer available.
• Choose an Annual Maintenance Plan from the options available.
*Maintenance Only Includes: break/fix, and routine preventative maintenance
*Maintenance with Supplies Include: Toner ONLY. Paper and Staples are NOT
included.
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ORDERING INSTRUCTIONS:
HOW TO PURCHASE MFP
• Maintenance is NOT REQUIRED for purchased MFP’s
• Review Suppliers Website for Product Information: CANON USA
• Review the MSRP Discount Listing of each Supplier’s products on Team
Georgia Marketplace.
• Contact the statewide Supplier.
10
RENEWALS/EXTENSIONS/CHANGES
Initial Contract Term: April 1, 2018 - June 30, 2019
Renewal #1
Effective Date of Renewal Notice:
July 1, 2019 – June 30, 2020
Renewal #2
Effective Date of Renewal Notice:
July 1. 2020 – June 30, 2021
Renewal #3
Effective Date of Renewal Notice:
July 1, 2021 – June 30, 2022
Renewal #4
Effective Date of Renewal Notice:
July 1, 2022 – June 30, 2023
Extension #1
Effective Date of Extension Notice:
July 1, 2023 – October 31, 2023
DOAS Contact Information
*See Team Georgia Marketplace (Click Open Summary) for current Contract Management
Specialist contact information.
Note: For product and ordering information see Supplier Information Sheet
11