The Town’s existing network infrastructure was purchased in 2014. Since the original purchase each department, based on total number of its users, has been contributing to the Information Technology Equipment Replacement Fund on an annual basis. This fund allows the Town to evaluate and replace systems, including hardware and software, regularly basis in order to be  responsive to the increasing demands on the network.
 
The Town’s existing copiers were purchased from Ricoh. Since their initial purchase, Ricoh has provided satisfactory service on maintenance and support of the equipment. The existing Ricoh support contract has a minimum monthly cost with an allowance for a number of color and black/white copies/prints, plus a cost for each page over the allowance. The proposed Ricoh support contract has no minimum monthly cost, we pay only for pages used.

Ricoh is a preferred vendor through Texas Department of Information Resources (DIR). DIR is responsible for a cooperative contracts program that enables government entities to efficiently pool their purchasing power to drive down costs. The DIR program provides an effective procurement channel to thousands of public sector entities across Texas. DIR simplifies the procurement process for public sector entities throughout the State by releasing Requests for Proposals (RFP) and choosing vendors at the State level whom can be selected by State agencies and local governments.

The contract is for one year and renewable on an annual basis. The total cost for the equipment purchase, installation, professional services, and the ongoing support is $84,040.16. This is below the $86,000 budgeted amount in the fiscal year 2020 Information Technology Equipment Replacement Fund.