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Committee approves $153,713 amendment to Toshiba copier contract after usage projections fall short
Summary
The Technology Committee approved an amendment increasing the Toshiba Business Solutions copier contract by $153,713.67, citing mismatches between projected and actual departmental usage after switching vendors in a competitive bid.
The Technology Committee voted to approve an amendment purchase order with Toshiba Business Solutions that increases the contract by $153,713.67, producing an amended contract total not to exceed $1,906,862.55. The committee approved the motion by voice vote.
Staff member explained that the county moved from a long-standing contract with Canon to Toshiba after a competitive solicitation in early 2024 and that the Toshiba bid was significantly lower than Canon’s. Staff said baseline usage data provided by Canon before the switch was imperfect and that their initial projections for departmental usage required adjustment.
“We decided to go out, to competitive bridal, and we did select Toshiba. They came in as the lowest bidder, even much lower than the incumbent Canon,” the Staff member said. The presenter added that usage for some departments was higher or lower than predicted and that the contract must be increased by 8.77% to accommodate additional performance in areas such as the clerk’s elections division and IT.
Committee members approved the amendment by voice vote; no roll-call objections were recorded in the meeting transcript. Staff said the county will monitor usage through the coming year and expects to have better data for future solicitations.
