CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Cooperative Procurement 21-136, Multi-Function Copier Devices and Service Solutions, to Canon Solutions America, Inc. for an amount not to exceed $212,919 with a 2% contingency, and for a five-year term (Item 1 of 2)
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DEPARTMENT: Information Technology
SUBMITTED BY: Jacqueline Nguyen, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Over time the City has consolidated a large number of stand-alone printers into a limited number of networked, multi-function copiers that serve the printing and copying needs of various departments throughout most City locations. This has reduced total direct cost for printing and copying, along with associated support, maintenance, and supply costs. Additionally, the multi-function machines have provided higher quality output, more features, faster operation, fewer problems, and less downtime. Currently the City has a total of 60 such multi-function copiers across all locations. These machines are divided into four separate, non-coterminous contract phases to enable four separate waves of refreshes or updates. Highlights of the new replacement phases under the contract to be awarded are as follows:
1. Phase I is comprised of 18 black and white devices and four color devices. These serve the following departments: the Mayor's Office, Department of Public Works, TED, Police, Fire, DPU-E, DPU-W, Naper Settlement, Finance, and Information Technology.
2. Phase II is comprised of 12 black and white devices. These serve the following departments: Police, Fire, Department of Public Works, Finance, and TED.
3. Phase III is comprised of 2 black and white devices and 12 color devices at various locations across the City.
4. Phase IV is comprised of 9 color devices and 2 high-quality, production devices at various locations throughout the City.
The Reprographics Division of the Information Technology Department manages the placement of the multi-functional cop...
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