Title
Managed Print Services
Action
Action:
A. Authorize the City Manager to negotiate and execute an extension to a unit price contract with Ricoh USA, Inc. for managed print services and related products, services, and solutions for a term of four years, and
B. Authorize the City Manager to amend the contract consistent with the purpose for which the contract was approved.
Body
Staff Resource(s):
Markell Storay, Innovation and Technology
Phil Reiger, General Services
Marcy Mars, General Services
Explanation
* On November 10, 2014, City Council approved a citywide contract with Ricoh USA, Inc. for managed print services and related products, services, and solutions with an initial term of four years starting July 1, 2015 with one, four-year extension.
* A six-month extension was executed to extend the contract while the city and Ricoh evaluated and tested new print devices with updated system management programs.
* Ricoh USA, Inc. supplies and maintains a fleet of 400+ multi-function (print, copy, scan, and fax) machines and print devices throughout the city, and runs on-site print shop facilities available for use by all city departments.
* The installed print machines and devices currently average 12 million impressions annually and the print shop facilities print approximately 1.6 million impressions annually.
* Services are charged to the city based on a defined cost per impression model, which is inclusive of machines, devices, consumables (toner, paper, and other supplies) maintenance services, print shop services, and other related software, solutions, and services.
* A waiver of a competitive solicitation process for services may be granted on a limited basis when deemed appropriate and in the city's best interest.
* A waiver for the four-year extension has been approved for these services based on the need for continuity of services during the city's implementation of a new Enterprise Resource Planning System.
* Ricoh USA, Inc. will conduc...
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