25D - AGMT - MANAGED PRINT SRVS - Laserfiche WebLink

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Approval of Managed Print Services Agreement October 15, 2012 Page 2 On June 18, 2012, the Purchasing Division issued a Request for Proposal (RFP) for Managed Print Services. Current and local City of Santa Ana vendors were notified of the posting. Key components and submittal requirements of the RFP included: • Company profile demonstrating capability and experience in Managed Print Services • Submission of audited financial statements • Willingness to commit to cost per click (all inclusive program) • Agreement to terms and conditions specified in the RFP In response to inquiries and questions asked by vendors, the City released three addendums to the initial RFP. On July 12, 2012 nine proposals were received and evaluated. The four-member evaluation committee representing the Police Department, the Parks, Recreation and Community Services Agency, and both the Central Services and Information Services Divisions of the FMSA rated the proposals using three criteria: 1. Responsiveness to the RFP 2. Experience of the firm and personnel 3. Cost of proposal The focus of the evaluation process was to select the proposal that provided the most thorough and competitive program design that met the performance standards set forth in the RFP. Of the nine submissions, the committee determined that four vendors met or exceeded each of the RFP requirements (70 percent or above). The four vendors (C3 Office Solution, Mr. Copy, Sharp Business Technologies and SoCal Office Technologies) were invited to a clarification interview on August 16, 2012 and were advanced to Phase II of the process. In Phase II, the four proposals were evaluated on 14 categories outlined in the RFP. The categories were assigned a weighted percentage, based on the item's relative importance. A final score for each proposal was derived by taking the average of each evaluator's total score. Using this methodology, the highest numerical score reflects the best proposal. Vendor Final Score % Rankin Proposal C3 Office Solutions 85.0% 1 Committee Recommended Sharp Business Systems 75.5% 2 SoCal Office Technologies 73.5% 3 Mr. Co 72.0% 4 By definition, all the proposals that were advanced to Phase II received at least a 70 percent score in the category of responsiveness to the RFP. However, there were noticeable differences that ranked C3 Office Solution above the others. Among them, C3 Office Solutions represents a wide range of printer manufacturers, allowing the City to continue to offer varied equipment to meet specific needs of individual departments. Additionally, their service technicians are certified trained to maintain the City's currently-owned fleet of copiers and printers. C3 Office Solutions will offer the City a "boutique style" service that provides the flexibility that the City requires. 25D-2