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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />NOVEMBER 18, 2014 <br />TITLE: <br />AMENDMENT TO AGREEMENT WITH <br />C3 OFFICE SOLUTIONS FOR MANAGED <br />PRINT SERVICES <br />{STRATEGIC PLAN NO.1,5;7,5} <br />CITY MANAGEN <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ <br />As Recommended <br />❑ <br />As Amended <br />❑ <br />Ordinance on I� Reading <br />❑ <br />Ordinance on 2nd Reading <br />❑ <br />Implementing Resolution <br />❑ <br />Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to amend the agreement with C3 Office <br />Solutions for managed print services for the amount of $163,908 for additional multi - function <br />copiers and services, subject to non - substantive changes approved by the City Manager and City <br />Attorney. <br />DISCUSSION <br />On October 15, 2012, Council approved a three -year agreement with C3 Office Solutions for <br />citywide managed print services. Under the stated agreement, the City is utilizing a cost - per -click <br />program for its printer and copier leases encompassing supplies, maintenance, and print <br />assessment services. The program has increased efficiencies by eliminating the need for multiple <br />vendor contracts, establishing shared equipment centralization, reduced purchase requisitions, <br />and has eliminated the need for toner inventory management. Total savings in the first two years <br />has amounted to a cost savings of more than $250,000. <br />Recently, C3 Office Solutions and the Finance Department mutually agreed that the print <br />managed program has proven to be more successful than originally envisioned. The <br />consolidation of printers and copiers has resulted in cost savings and energy efficiency. This has <br />been achieved by reducing the number of individual printers and copiers and replacing them with <br />new multi - functional copiers through a consolidation of at least a four -to -one ratio. Since the <br />program's inception, the City has successfully reduced the equipment count from 587 to 302. <br />Moreover, other accomplishments include upgrading to newer technology, incorporating software <br />to monitor toner levels, managed meter counts on machines and on- demand device <br />maintenance. <br />The Police Department in particular has improved operational efficiencies by the use of multi- <br />functional copiers. Staff has saved time by eliminating workflow redundancy and tasks have been <br />251 -1 <br />