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Agreement with C3 Technology Services for Managed Print Services September 20, 2016 Page 2 City Manager's Office, Police Department, Parks Recreation and Community Services Agency, the Public Works Agency, and Information Technology (IT). The evaluation committee rated the proposals using the following four criteria: 1. Qualifications and experience 2. Understanding the scope of work 3. Responsiveness to the RFP and ability 4. Cost of proposal The focus of the evaluation process was to select the proposal that provided the most thorough and competitive program design that met the performance standards set forth in the RFP. Of the four submissions, the committee determined that all four vendors met or exceeded each of the RFP requirements (70 percent or above). However, the top two vendors were selected as finalists and invited to a clarification interview on August 11, 2016; to further discuss their respective proposals and discuss in detail the services to be provided. After review of the provided material, responses to RFP, evaluation committee notes, interview questions /answers, and reference check(s), staff has decided to award a Managed Print Services contract to C3. In addition, of all the companies that submitted proposals, C3 submitted the lowest price. This lower price reduces the cost per printed page by more than 27% from current levels. C3 has provided Managed Print Services to the City since November 2012. Since the inception of the Managed Print Services contract, the City has been able to reduce its fleet of copiers, Multi- Function Printers ( "MFP ") and printers from a high of 577 to an existing equipment mix of 259, see below for more details: The majority of the City's printing is incurred via utilization of the MFP. However, upon recommendation by C3, a reduction of the City's printer inventory will allow for additional cost - savings. Specifically, C3 has provided consulting, as required in the agreement, where equipment needs to be placed to 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 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 25G -2 Equipment riot to C3 Equipment durina C3 Net change Copiers 22 0 22 Multi- Function Copiers 39 90 51 Printers 516 169 347 Totals: 577 259 (318 The majority of the City's printing is incurred via utilization of the MFP. However, upon recommendation by C3, a reduction of the City's printer inventory will allow for additional cost - savings. Specifically, C3 has provided consulting, as required in the agreement, where equipment needs to be placed to 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 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 25G -2