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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 22B-2