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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />SEPTEMBER 1, 2019 <br />TITLE: <br />AMEND EXISTING CONTRACT AND <br />APPROVE NEW AGREEMENT WITH C3 <br />TECHNOLOGY SERVICES FOR MANAGED <br />PRINT SERVICES AND PURCHASE OF <br />SHARP COPIERS IN THE AMOUNT OF <br />$374,564 <br />FUND 109 <br />(NON -GENERAL FUND) <br />(SPECIFICATION NO. 19-013) <br />CLERK OF COUNCIL USE ONLY: <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1� Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />/s/ Kristine Ridge FILE NUMBER <br />CITY MANAGER <br />RECOMMENDED ACTION <br />1. Amend existing contract with C3 Technology Services to allow purchases utilizing the NASPO <br />Valuepoint cooperative agreement. <br />2. Authorize the City Manager to execute an agreement with C3 Technology Services for managed <br />print services for the period of October 1, 2020 through February 28, 2023, in an amount not to <br />exceed $374,564, subject to non -substantive changes approved by the City Manager and City <br />Attorney. <br />DISCUSSION <br />The City of Santa Ana utilizes multifunction printers (MFPs), more commonly referred to as <br />"copiers," throughout the organization to facilitate daily operations. These MFPs have the ability to <br />copy, print, and fax. The City currently owns 90 Sharp MFPs and rents two. The majority of these <br />MFPs were leased between 2012 and 2015 in multiple phases, and the leases were eventually <br />consolidated into one lease that was completely paid off in 2018. <br />On March 19, 2019, the City Council approved a contract that allowed for the as -needed purchase <br />of Sharp copiers from C3 Technology Services (C3), a Santa Ana -based company, augmenting <br />the Sourcewell cooperative bidding agreement. After gaining purchase approval from the City <br />Council, the IT Department worked with C3 to replace 39 of the City's existing outdated copiers. <br />One limitation of the Sourcewell agreement is that in order to get the discounted pricing, the City is <br />required to place an order with a minimum amount of $100,000. Fortunately, C3 also has an <br />approved cooperative agreement in place with NASPO Valuepoint which offers favorable pricing <br />without a minimum order requirement. Staff recommends amending the City's existing contract with <br />C3 to allow for the purchase of MFPs through the NASPO Valuepoint master contract. <br />In addition to being approved as an MFP vendor, on June 23, 2016, as a result of a Request for <br />Proposal (RFP) process, C3 was awarded an agreement to perform managed print services for the <br />25B-1 <br />