HomeMy WebLinkAbout25I - AGMT - PRINT SRVSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
NOVEMBER 18, 2014
TITLE:
AMENDMENT TO AGREEMENT WITH
C3 OFFICE SOLUTIONS FOR MANAGED
PRINT SERVICES
{STRATEGIC PLAN NO.1,5;7,5}
CITY MANAGEN
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑
As Recommended
❑
As Amended
❑
Ordinance on I� Reading
❑
Ordinance on 2nd Reading
❑
Implementing Resolution
❑
Set Public Hearing For
CONTINUED TO
FILE NUMBER
Authorize the City Manager and Clerk of the Council to amend the agreement with C3 Office
Solutions for managed print services for the amount of $163,908 for additional multi - function
copiers and services, subject to non - substantive changes approved by the City Manager and City
Attorney.
DISCUSSION
On October 15, 2012, Council approved a three -year agreement with C3 Office Solutions for
citywide managed print services. Under the stated agreement, the City is utilizing a cost - per -click
program for its printer and copier leases encompassing supplies, maintenance, and print
assessment services. The program has increased efficiencies by eliminating the need for multiple
vendor contracts, establishing shared equipment centralization, reduced purchase requisitions,
and has eliminated the need for toner inventory management. Total savings in the first two years
has amounted to a cost savings of more than $250,000.
Recently, C3 Office Solutions and the Finance Department mutually agreed that the print
managed program has proven to be more successful than originally envisioned. The
consolidation of printers and copiers has resulted in cost savings and energy efficiency. This has
been achieved by reducing the number of individual printers and copiers and replacing them with
new multi - functional copiers through a consolidation of at least a four -to -one ratio. Since the
program's inception, the City has successfully reduced the equipment count from 587 to 302.
Moreover, other accomplishments include upgrading to newer technology, incorporating software
to monitor toner levels, managed meter counts on machines and on- demand device
maintenance.
The Police Department in particular has improved operational efficiencies by the use of multi-
functional copiers. Staff has saved time by eliminating workflow redundancy and tasks have been
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Agreement Amendment with C3 Office Solutions
November 18, 2014
Page 2
simplified in operation and in format. In addition, a more secure printing, scanning and copying
technology has been implemented ensuring traceable and secure documents. Originally, the
program was limited to the administration section in the Police Department. However, once the
benefits were realized, the Police Department requested expansion to all operational areas. As
such, the print managed program was expanded throughout the Police and Jail facility. In order to
meet their demand and continue to replace leased copiers from other vendors, end of life
equipment and high cost small printers throughout the organization, additional funds in the
amount of $163,908 will be required to complete the first term of the contract. This will allow C3
Office Solutions to replace the remaining 95 printers and copiers with only 26 multi- function
copiers on a cost - per -click basis.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal # 1 Community Safety, Objective #
5, provide high quality Police and Fire /Emergency Medical Services response within the City of
Santa Ana and Goal# 7 Team Santa Ana, Objective # 5, create a culture of innovation and
efficiency within the organization.
FISCAL IMPACT
Funds are available in various departmental Contract Services - Professional accounts (no.
62300).
9 �Zs_A jam+ I h �
Francisco Gutierrez
Executive Director
Finance and Management Services Agency'
EG
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AMENDMENT TO AGREEMENT
THIS AMENDMENT TO AGREEMENT, is entered into on November 18'h, 2014, by
and between C3 Office Solutions, a California corporation (hereinafter "Consultant'), and the
City of Santa Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California (hereinafter "City ").
RECITALS:
A. The parties entered into a Purchase Order Contract # 2182 (Agreement #A- 2012 -219)
effective date November 1, 2012, (hereinafter "said Agreement') by which Consultant has
provided citywide managed print services utilizing a cost-per-click program for its printer and
copier leases encompassing supplies, maintenance and print assessment services.
B. The Term of said Agreement was three (3) years with a renewal option for an additional three
(3) year period.
C. In accordance with the terms and conditions of said Agreement, the parties wish to amend the
Compensation for the third year of the Term.
WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all
the terms and conditions of said Agreement, the parties agree as follows:
1. The Compensation for the third year of the Term shall be amended to increase
compensation to Consultant by adding an additional One Hundred Sixty Three Thousand
Nine Hundred Eight Dollars ($163,908.00) for additional multi- function copiers and
services.
2. Except as hereinabove modified, all terms and conditions of said Agreement shall remain
in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Amendment to Agreement on
the date and year first written above.
ATTEST: CITY OF SANTA ANA
MARIA D. HUIZAR
Clerk of the Council
APPROVED AS TO FORM:
SONIA R. CARVALHO
City rAttorney
- �.1� --
Lisa Storck
Assistant City Attorney
DAVID CAVAZOS
City Manager
C3 Office Solutions
By:
Title:
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