CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Cooperative Procurement 26-116, Multi-Function Printers Cost-per-Copy Program - 2026 Replacement Group, to Canon Solutions America, Inc. for an amount not to exceed $284,859.25 and for a five-year term
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DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Reprographics Division of the Information Technology (IT) Department manages the City’s multi-function printers (MFP). MFPs provide printing, scanning, copying, document transmission, and faxing. The IT Department manages a standard MFP program that is offered across all City departments. The commercial terms of the program is called a cost-per-copy program where the City pays a price per sheet of paper (copied or printed) for the use of the MFP, for maintenance and support, and for ink and parts. It does not include paper.
Historically, the IT Department has managed the MFP program in four phases. Each phase lasted five years, but the starting date of each five-year phase was staggered over a four-year period. This staggering of start dates was done to spread the work of replacing MFPs over four years.
Because of complexities and delays caused by the 2020 pandemic, and issues with the renewal of the DuPage County cooperative contract at that time, one of the renewal phases was significantly delayed, and we now have two phases expiring within this year. The IT Department has decided to combine these two phases into a single 2026 MFP Replacement Group.
The 2026 MFP Replacement Group comprises 35 MFPs. This is a subset of the total of 60 MFPs managed across all City departments and buildings.
DISCUSSION:
Staff has identified an approved cooperative contract, Omnia Partners (University of California, CA) Print Goods and Services (2020002755), through Canon Solutions America, Inc, for the Multi-Function Printers Cost-per-Copy Program 2026 Replacement Group.
The term of this procurement is from May 1, 2026, to April 30, 2031.
FISCAL IMPACT:
CIP#: N/A
The cost-per-copy program will be charged to the Operational Service account listed below. The 2026 Budget includes $160,000 for the cost-per-copy program. Based on historical costs for the phases of the cost-per-copy program, it is anticipated that the costs of the combined two phases can be accommodated in the current year’s budget. Costs for future years will be budgeted accordingly during the budget process.
|
Account Number |
Fund Description |
Total Budget Amount |
|
16201100-531308 |
General Fund |
$162,500 |