TITLE
Recommendation to authorize City Manager to execute a Master Agreement and all related documents with Xerox Corporation (Xerox) and Konica Minolta Business Solutions (KMBS) to provide hardware, software and maintenance services to support the City’s document production equipment, in an aggregate annual amount not to exceed $1,900,000, with a yearly increase of ten percent for a period of five years; and authorize City Manager to execute amendments to extend the term. (Citywide)
DISCUSSION
Document production in the City is accomplished mainly via copy machines, desktop printers, fax machines, scanners, and the Reprographic section of Technology Services. City departments are responsible for the procurement of their own copy machines and fax machines.
The Reprographics Optimization Study recommended the use of multifunction devices as a means of cost savings by reducing the quantity of stand-alone copy and fax machines as well as desktop printers and scanners. Multifunction devices, (MFDs) combine multiple machines into one machine that, besides making more efficient use of space, can be networked into the organization's print, fax and email systems. Industry research has shown that savings dramatically increase as document production volume moves away from devices such as desktop printers and stand-alone copy machines to devices that can handle larger volume, such as MFDs and production copy machines. A recent study showed that total production costs for a desktop printer is $.04 to $.06 per page versus $.02 to $.03 per page for a copy machine, and $.01 to $.02 per page for a large volume copy machine. As a result of potential cost savings and organizational efficiencies, many public, private and non-profit sector organizations are moving towards MFD implementation.
In November 2006, the City requested proposals from qualified vendors for software, hardware, and maintenance services necessary to meet the City's document output needs. Among the criteria...
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