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Contract Award for C3 Office Solutions for Managed Print Services and Leases October 20, 2015 Page 3 achieve optimal use by City staff and allow for the transition of Staff printing needs from printers to MFP's. Furthermore, as the City transitions from its use of printers for its printing needs to MFP's the number of equipment will decrease along with the corresponding maintenance and related equipment replacement needs. C3 has been a pivotal partner for the City in achieving a cost savings via the implementation of the managed print services program. Prior to C3 the City spent an estimated amount of $550,000 which included but not limited to the following: leasing of MFP, copier and printer equipment; toner inventory, staff time spent processing invoices; and Information Technology staff time spent on troubleshooting and providing support to failed equipment. Contracting with C3 has allowed the City to consolidate the above - referenced items to be provided by one firm and has reduced the burden of existing staff in completing the referenced tasks. Additionally, C3 has included within its managed print services contract the opportunity to provide training to City staff on an on -going basis. The training will allow for new and existing City staff to obtain a better understanding of the equipment and its related functionalities along with knowledge in operating the said equipment to obtain the optimal results and maintain or prolong their useful life. Leases: As discussed the City on various dates had previously entered into Capital Lease obligations with C3 and its financing arms; GE Capital DLL for the purpose of leasing Multi- Function Printers ( "MFP "). Since October 2012 the City has leased eighty eight (88) copiers for the following Departments: No. of City Agencies Copiers City Attorney 2 Community Development 6 Clerk of the Council 1 City Manager's Office 1 Finance & Management Services 13 Planning and Building 9 Personnel 3 Police 28 Parks and Recreation 20 Public Works 5 TOTAL 88 The total lease obligations for the 88 MFP's leased by the City as of August 2015, approximates $439,390 (includes principal and interest). As a result of C3's assessment regarding the Departmental needs a recommendation is made to purchase two additional copiers totaling $30,940. Thus, the total proposed lease obligations for the City amount to $470,330. City Lease Obligations Amount Leases (P &I) $439,390 2 additional copiers 30.940 Total (3 year term) $470,330 251 -3