Item 18 - Blanket Order Agreement for Purchase of Sharp Copiers and Managed Print Services

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Information Technology www.santa-ana.org/IT Item # 18 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report February 21, 2023 TOPIC: Blanket Order Agreement for Purchase of Sharp Copiers and Managed Print Services AGENDA TITLE: Blanket Order Agreement with C3 Technology Services for Purchase of Sharp Copiers and Managed Print Services in a Combined Annual Amount not to Exceed $310,000 (General and Non -General Fund) RECOMMENDED ACTION Authorize the City Manager to execute an agreement with C3 Technology Services for Sharp copier equipment and managed print services for a three-year period beginning March 1, 2023 through March 1, 2026 with two optional one-year renewal periods exercisable by the City Manager in an annual not to exceed amount of $310,000, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION The City of Santa Ana utilizes multifunction printers (MFPs), more commonly referred to as "copiers," throughout the organization to facilitate daily operations. These MFPs have the ability to copy, print, and fax. To meet the City's printing needs, the City currently owns 101 Sharp MFPs and 235 HP Printers spread throughout all City facilities. On March 19, 2019, the City Council approved an agreement that allowed for the as - needed purchase of Sharp copiers from C3 Technology Services (C3), a Santa Ana - based company, piggybacking on the Sourcewell cooperative bidding agreement. On September 1, 2020, the City Council approved an amendment to the MFP blanket order agreement, replacing the Sourcewell agreement with the NASPO ValuePoint cooperative agreement and also approved an agreement with C3 for managed print services to coincide with the MFP blanket order in order to provide service and support on all of the MFPs as wells as the printer fleet. Through these agreements, 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