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Approval of Managed Print Services Agreement <br />October 15, 2012 <br />Page 3 <br />Under the managed print services agreement, the City will achieve costs savings of $339,800 <br />over a three-year period and gain efficiencies in the following areas: <br />Toner cartridge replacement and maintenance service calls <br />Through economies of scale, the proposed agreement is anticipated to generate 25 - 35 <br />percent in cost savings for the replacement of toner, equipment supplies and <br />maintenance. In addition, software will monitor toner levels, meter counts, and device <br />maintenance status to proactively manage the City's fleet of printers and copiers, <br />eliminating the need to maintain an inventory of toner and equipment supplies and alerting <br />the vendor when maintenance service is required. <br />2. Increased Productivity <br />City staff processes approximately 352 purchase requisitions for toner cartridges annually. <br />The requisition is generated at the department, requiring both supervisorial and fiscal <br />approval before the Purchasing Division receives the requisition and places the order. <br />Under the managed print services agreement, the purchase requisition process will be <br />eliminated, saving numerous staff hours throughout the organization. In addition, <br />consolidating services to one vendor will reduce staff time involved in the processing of <br />payments and billing reconcilement. <br />3. Equipment needs and requirements <br />The proposed agreement includes consulting services to continue to evaluate and assess <br />cost saving opportunities and equipment needs throughout the organization. <br />Recommendations may include the shifting of printers and copiers, based on print volume <br />and departmental requirements such as scanning formats and functionality. In addition, <br />the vendor will supply back-up equipment in the event a printer or copier malfunctions <br />within a critical area of the organization or 24-hour operation, such as the Police <br />Department. <br />Based on careful evaluation of proposals, the committee recommends contracting with C3 Office <br />Solutions, a local Santa Ana small business, for managed print services. <br />FISCAL IMPACT <br />Funds are available in the various departmental Miscellaneous Operating Expense accounts (no. <br />63001). <br />Francisco Gutierrez <br />Executive Director <br />Finance and Management Services Agency <br />25D-3