Subject:
Title
Second Amendment to County Contract No. 24-1045-S with Toshiba America Business Solutions, Inc. for the purchase and/or lease of Multifunction Devices, Copiers, and Related Software and Services
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Recommended Action:
Recommended Action
Approval and execution by the County Administrator of a one (1) year renewal and increase to the piggyback contract with Toshiba America Business Solutions, Inc. for the purchase and/or lease of Multifunction Devices, Copiers, and Related Software and Services.
• This Amendment requests a one-year renewal to co-term the County contract with the State of Florida master piggyback contract for copier leases used by all County departments; pricing is per State of Florida Contract No. 44100000-24-NASPO-ACS effective through July 31, 2027, and adds $300,000.00 as needed for County departments through the contract term.
• The County Administrator is authorized to approve contracts in any amount, per Code Section 2-164(b)(1), utilizing State of Florida competitively awarded contracts.
• This contract is used on an as-needed basis with no obligation to spend the full amount of the contract or to spend in any given year, with obligation occurring upon issuance of work order assignments (purchase orders). Funding is determined by the individual work order assignment sourced to the agreement, and actual expenditures are contingent upon work completed. Funding for future years is dependent on approval in the annual County Operating Budget.
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Strategic Priorities:
Smart Service Delivery
4.3 Improve efficiency of service delivery through technology
Summary:
This Amendment allows County departments to continue to purchase and/or lease Toshiba multi-function devices through the updated contract term of July 31, 2027, adding $300,000.00 for a revised not to exceed amount of $1,200,000.00.
Background/Explanation:
This Amendment provides for the purchase and/or lease and maintenance of Toshiba Multifunction devices, Copiers, and Related Software and Services by all County departments.
Pricing is per State of Florida Contract No. 44100000-24-NASPO-ACS effective through July 31, 2027.
Fiscal Impact:
Current Contract amount: $ 900,000.00
Second Amendment increase: $ 300,000.00
Revised Contract amount: $1,200,000.00
Funding for this agreement is included in the FY26 Budget for various departments including, but not limited to, Animal Services, Building and Development Review Services, Business Technology Services, County Administrator, Economic Development, and Housing and Community Development. A total of $232,000.00 in the FY26 Budget was confirmed by the Office of Management and Budget (OMB) for services and products offered by this agreement.
Additional funding is available for printing supplies and services but is not specifically earmarked for Toshiba in FY26. As this is a countywide contract, it can be utilized by other departments requiring printer maintenance. Approval of the use of any other funds and whether budgetary conditions are met will need to be made on a department-by-department basis. Appropriations for subsequent years will be contingent on future budgets.
Delegated Authority:
Authority for the County Administrator to sign this Second amendment is granted under Code Section 2-164 (b)(1).
Staff Member Responsible:
Barry Burton, County Administrator
Chris Rose, Director, Office of Management & Budget
Merry Celeste, Purchasing Division Director, Office of Management & Budget
Partners:
N/A
Attachments:
Second Amendment