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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />SEPTEMBER 20, 2016 <br />TITLE: <br />AGREEMENT WITH C3 <br />TECHNOLOGY SERVICES <br />FOR MANAGED PRINT <br />SERVICES (SPEC. 16 -076) <br />(STRATEGIC PLAN NO. 7, 5) <br />�hI .dam <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />_•` • _k <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1etl Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolutlon <br />❑ Set Public Hearing For® <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and the Clerk of the Council to execute a Managed Print <br />Services agreement with C3 Technology Services in an annual amount of $150,000 for the <br />period of November 1, 2016 through September 30, 2018, with an option for an additional <br />two one -year renewals, subject to non - substantive changes approved by the City Manager <br />and City Attorney. <br />2. Authorize the City Manager and the Clerk of the Council to add a contingency to execute <br />the option to purchase a document management software, PaperCut, through C3 <br />Technology Services for an annual amount totaling $18,000 over a 2 -year period. <br />DISCUSSION <br />The above - referenced recommended actions allows for C3 Technology Services ( "C3 ") to provide <br />Managed Print Services to the City Departments for a period of November 1, 2016 — September <br />30, 2018 with an additional option for two one -year renewals. <br />On June 23, 2016, the Purchasing Division issued a Request for Proposal (RFP) for Managed <br />Print Services. Current and local City of Santa Ana vendors were notified of the posting. Key <br />components and submittal requirements of the RFP included: <br />• Company profile demonstrating capability and experience in Managed Print Services <br />• Project approach /service capabilities including reporting software <br />• Willingness to commit to cost per click (all- inclusive program) <br />• Agreement to terms and conditions specified in the RFP <br />In response to inquiries and questions asked by vendors, the City released one addendum to the <br />initial RFP. On July 21, 2016 four proposals were received and evaluated. The five - member <br />evaluation committee was represented by the following Departments: <br />25G -1 <br />