HomeMy WebLinkAbout22B - SPEC - COPIERSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MARCH 19, 2019
TITLE:
AWARD CONTRACT TO C3 TECHNOLOGY
SERVICES FOR SHARP COPIERS
($900,000)
(SPECIFICATION NO. 19-013)
(STRATEGIC PLAN NO. 6,1)
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
❑ As Recommended
❑ As Amended
❑ Ordinance on 15t Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Award a contract to C3 Technology Services for sharp copiers for a four-year period expiring
February 28, 2023, in the amount of $700,000, plus a contingency of $200,000, for a total amount
not exceed $900,000, subject to non -substantive changes approved by the City Manager and City
Attorney.
The City of Santa Ana utilizes multifunction printers (MFPs), more commonly referred to as
"copiers," throughout the organization to facilitate daily operations. These MFPs have the ability to
copy, print, and fax. The City currently owns 90 Sharp MFPs and rents two. The majority of these
MFPs were leased between 2012 and 2015 in multiple phases. The leases were eventually
consolidated into one lease that was completely paid off in 2018, at which time the City owned the
90 MFPs outright.
In an effort to reduce costs, the City has been strategically decreasing the number of stand-alone
printers it uses and relying more on shared MFPs. The cost to print is much less on an MFP than
on a stand-alone/network printer, thus allowing the City to reduce expenditures. The City now has
approximately 150 stand-alone/network printers — down from 500 in 2012. The useful lifespan of
an MFP varies depending on usage and maintenance. The lifespan can be as low as two to three
years for a very heavily used device; however, in general the accepted lifespan for a typical floor -
standing MFP used regularly is five years. Once the useful life has been exceeded, the copier will
begin to experience frequent malfunctions, and eventually poor print quality. With the majority of
the City's fleet of MFPs nearing their end of useful life, there has been an increase in service calls,
particularly with the older and more heavily used machines.
The Information Technology Department has established a plan to begin replacing the City's MFPs.
Replacements will take place over the next three to four years in a series of phases, beginning with
the devices experiencing the most malfunctions. Establishing a replacement contract for MFPs will
allow the City to purchase and replacement on an as -needed basis.
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Contract Award for Sharp Copiers
March 19, 2019
Page 2
On June 23, 2016, C3 Technology Services ("C3") was awarded an agreement for managed print
services as a result of a Request for Proposal (RFP) process. Through the agreement, C3 assisted
the City in achieving a cost savings via the implementation of the Managed Print Services Program.
The program includes consulting on copier placement throughout the organization to achieve
optimal usage, consolidation of printers to one MFP where possible, on-going staff training and
toner inventory. C3 has been a pivotal partner for the City in providing a Managed Print Services
Program that has not only reduced costs, but has created an efficiency amongst the copier
equipment, and Information Technology staff.
Santa Ana City Ordinance No. NS -2312 authorizes the City to purchase against contracts from any
public agency utilizing a competitive bid process. C3 Technology Services is an authorized Sharp
dealer offering the Sourcewell national cooperative contract for Sharp copiers and the contract was
awarded as a result of open, competitive bidding conducted by the Sourcewell cooperative on
behalf of all governmental and public agencies, and meets the City's requirement. Additionally, C3
is a local City of Santa Ana business. Utilizing the Sourcewell cooperative contract allows the City
to obtain nationally leveraged volume pricing on the full line of Sharp MFPs.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports City's efforts to meet Strategic Plan Goal #6 — Community Facilities
& Infrastructure, Objective #1 (establish and maintain a Community Investment Plan for all City
assets).
FISCAL IMPACT
The estimated cost to eventually replace all of the MFPs the City currently now owns/uses over the
next four years would be approximately $700,000. It is also acknowledged that requests may arise
that will mean adding new MFPs in addition to simply replacing existing machines. An additional
$200,000 has been added to the agreement for as -needed, new requests.
The Information Technology Department will acquire MFPs using available budget in the
Technology & Support Services' Internal Service Fund, Machinery and Equipment account (No.
10920148-66400), and will then be reimbursed by the requesting department through a multi-year
chargeback from that department's operating budget.
JacCiulla
Chi f Technology Innovations Officer
Information Technology Department
EG/JC
APPROVED AS TO FUNDS AND ACCOUNTS:
Kathryn Downg, CPA Do
Executive Director
Finance and Management Services Agency
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