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Contract Award for C3 Office Solutions for Managed Print Services and Leases <br />October 20, 2015 <br />Page 2 <br />In addition, the City has entered lease obligations with GE Capital, LLC ( "GE Capital ") and De Lage <br />Landen ( "DLL "). The recommended action allows for the consolidation of the City's existing leases <br />with GE Capital and DLL with C3. Subsequently C3 will assign the existing leases solely to GE <br />Capital. The City will be making lease payments directly to GE Capital after completion of the <br />assignment and for the remaining term of the lease obligation. Prepaying the lease obligation <br />during the upcoming fiscal year is an option however the City would need to advance approximately <br />over $400,000 rather than financing the said amount over a three year -term, resulting in a negative <br />cash flow approximating $250,000. <br />Manacled Print Services: <br />C3 has provided managed print services for the City since November 2012. The proposed contract <br />includes but is not limited to the following: on -going support, repair and maintenance of MFP's, <br />copiers and printers; four hour response time to disposition on all service calls requested by the <br />City; provide toner, replacement parts or equipment (on per click charge basis) along with <br />consulting and training to City staff in order to achieve the optimal and most efficient usage of copier <br />equipment. Additionally, due the purchase of additional equipment and related printing charges, by <br />various City Departments; the City is requesting allocation to close -out account balance of invoices <br />for an amount not to exceed $39,000 incurred during the current fiscal year. The breakdown of <br />costs related to the contract, contingency and additional funding is as follows: <br />Managed Print Services — Contract Amount (November 1. 2015 - October 31, 2016) <br />Amount <br />Contract Amount $ 157,972 <br />Contract Contingency 19,698 <br />Contract Amount $ 177,670 <br />Amount <br />Contract Amount (see above) $ 177,670 <br />Invoices — close -out of account balances incurred July 2015 -Oct. 2015 39,000 <br />Total Request $ 216,670 <br />Since the inception of the C3 contract the City has been able to reduce its fleet of copiers, MFP and <br />printers from a high of 577 to existing equipment mix of 412, see below for more details: <br />Copiers <br />Multi- Function Copier <br />Printers <br />Totals: <br />Equipment Equipment Net <br />prior to C3 during C3 Change <br />22 0 (22) <br />Copiers <br />Majority of the City's printing is incurred via utilization of the MFP, however upon recommendation <br />of C3 a reduction of the City's printer inventory will allow for additional cost - savings. Specifically C3 <br />has provided Consulting, as required in the agreement, where equipment needs to be placed to <br />251 -2 <br />39 <br />88 <br />49 <br />516 <br />324 <br />(192) <br />577 <br />412 <br />(165) <br />Majority of the City's printing is incurred via utilization of the MFP, however upon recommendation <br />of C3 a reduction of the City's printer inventory will allow for additional cost - savings. Specifically C3 <br />has provided Consulting, as required in the agreement, where equipment needs to be placed to <br />251 -2 <br />