TITLE
Recommendation to adopt Specifications No. RFP TI18-048 and award a contract to Sharp Electronics Corporation (Sharp), dba Sharp Business Systems, of Santee, CA, to provide managed print services, in an annual amount not to exceed $1,000,000, for a period of five years, with the option to renew for two additional one-year periods, at the discretion of the City Manager; and authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments;
Authorize City Manager, or designee, to increase Blanket Purchase Orders (BPO) Nos. BPTS13000020 with Xerox Corporation by $998,492, for a total amount not to exceed $2,373,492, and BPTS16000044 with Konica Minolta by $218,043, for a total amount not to exceed $858,146, to continue providing multi-function devices, maintenance, and supplies, and extend the term of the BPOs to December 31, 2020; and
Increase appropriations in the General Fund Services (IS 385) in the Technology and Innovation Department (TI) by $1,216,535, offset by funding from Sharp. (Citywide)
DISCUSSION
City Council approval is requested to enter into a contract with Sharp Electronics Corporation (Sharp), for managed print services (MPS). To ensure MPS continue without interruption while this contract is put into place, and to allow the existing agreements to be transitioned or bought out, approval is also requested to add $998,492 to the current BPO with Xerox and $218,043 to the current BPO with Konica Minolta, and to extend the terms through December 31, 2020.
MPS are services offered by print providers that manage all aspects of an organization's business printing devices, including needs assessment, selective or general replacement of printers, scanners, faxes, copiers, and the service, parts and supplies needed to operate the new and/or existing hardware. By optimizing these devices, organizations save money, produce less paper waste, and increase efficiency. The provider...
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