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SHERIFF’S OFFICE - Sheriff Dave Kain
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Requested Action(s)
recommendation
a) AGREEMENT - Request approval and authorization for the Sheriff and the Chairman to sign Amendment No. 2 to Misc. Agree 2025-187, as amended by Misc. Agree 2025-034 with UBEO West, LLC, thereby increasing the maximum compensation payable not to exceed $35,000 for the first contract year, 4/22/25 through 4/21/26
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Financial Impact:
The funding source for the Agreement has been budgeted for the FY 25/26 in the Rent/Lease of Equipment Budget 2027-53250
Background Information:
UBEO West, LLC has been providing lease and maintenance services to the County of Tehama for over 22 years and to the Sheriff’s Office since 2011.
UBEO West, LLC requested Amendment No.1 to confirm that Tehama County will, in good faith, appropriate funds annually to fulfill payment obligations under the multi-year Lease Agreement through April 21, 2030. In the event funds are not appropriated, the Agreement may be terminated without penalty, releasing the County from further payment obligations. Upon termination, all leased equipment must be returned to the Lessor; see prior item 25-1291 for additional details.
Amendment No. 2 requests approval to increase the first-year Not-to-Exceed (NTE) amount from $25,000 to $35,000 for the term of April 22, 2025, through April 21, 2026, due to higher-than-anticipated service usage following completion of the RFP process and transition to a new rate structure. Actual demand, particularly for color printing and copying, exceeded initial projections, necessitating the adjustment to maintain uninterrupted operations and service continuity. To address ongoing cost pressures, staff has implemented cost-control measures, including limiting color printing to essential use and promoting black-and-white printing as the default, to better align future expenditures with contract projections.
Approval of this Amendment will ensure continuity of services while maintaining appropriate fiscal oversight and supporting effective management of printing and copying costs over the remaining term of the Agreement.