25B - AGMT FOR PRINTING AND COPIERS

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Agreements with C3 Technology Services September 1, 2020 Page 2 City. Through this agreement, C3 helped the City achieve a cost savings via the implementation of a managed print services program, which optimizes support and maintenance of printers and copiers for an overall reduced price. Program features include consulting on copier placement throughout the organization to achieve optimal usage, consolidation of multiple printers to one MFP where possible, on -going staff training, and toner management. The managed print services program has not only reduced the City's print services costs but has also created efficiencies for the Information Technology Department. C3 has proven to be a pivotal partner for the City, and staff recommends continuing to contract with C3 for managed print services as well as to incorporate the use of the NASPO Valuepoint master agreement. The end date of the new agreement (exhibit 1) will coincide with the end date of the current copier purchase contract, February 28, 2023. 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 that offers the National Association of States Procurement Officials (NASPO) Valuepoint national cooperative contract for Sharp copiers and managed print services. The existing NASPO master contract was awarded as a result of open, competitive bidding conducted by the State of Colorado, resulting in master agreement #140603, which NASPO makes available as a cooperative purchasing agreement on behalf of all nationwide governmental and public agencies, and which meets the City's procurement requirements (exhibit 2). Additionally, C3 is a local Santa Ana -based business. By utilizing the NASPO Valuepoint cooperative contract the City is able to obtain nationally leveraged volume pricing on the full line of Sharp MFPs and services. FISCAL IMPACT Funds are available in the Information Technology and Support Services Contract Services Professional expense account (no. 10920148-62300) for FY 2020-21 and will be budgeted in subsequent fiscal years. The following is an estimate of the account distribution by fiscal year. However, the actual amounts may vary between the fiscal years but will not exceed the overall total. Contract Term Fiscal Year Amount 2020-21 October 2020-June 2021 $116,244 2021-22 (July 2021-June 2022 $154,992 2022-23 (July 2022-February2023 $103,328 Total $374,564 Fiscal Impact Verified By: Kathryn Downs, CPA, Executive Director — Finance and Management Services Agency Submitted By: Jack Ciulla, Chief Technology Innovations Officer — Information Technology Department Exhibits: 1. Agreement with C3 Technology Services 2. NASPO ValuePoint Agreement 25B-2