To: MAYOR AND CITY COUNCIL
From: MIKE COOK, INFORMATION TECHNOLOGY DIRECTOR
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APPROVE A FIVE-YEAR LEASE OF CANON COPIERS, PRINTERS, AND MANAGED PRINT SERVICES FROM CANON SOLUTIONS AMERICA, INC. TO REPLACE THE EXISTING CANON, DELL, AND LEXMARK COPY AND PRINT DEVICES FOR AN AMOUNT NOT TO EXCEED $288,881.30
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EXECUTIVE SUMMARY
The City currently leverages a combination of Canon, Lexmark, and Dell copiers and printers across its 15 facilities. The current fleet of printing devices is far beyond end of life with approximately 50% of its devices 8 years old, or older, causing frequent delays and inefficiencies due to service outages and a lack of availability of replacement parts and supplies. Of the City's over 100 printing devices, only 6 carry an active support agreement with all other maintenance, repair, and supply management performed by Information Technology Staff. The move to managed and leased copiers and printers from Canon Solutions America, Inc. (Canon) not only ensures that devices will be refreshed on a regular basis, but includes management services to ensure a minimum service level for each device, maintenance, monitoring, and just in time delivery of consumables including toner, fusers, and other necessities. In coordination with each City Department and Canon, this new printing fleet signifies a consolidation of our printing devices from 104 devices to 60, exemplifying the impact of new paperless services such as Laserfiche and DocuSign, as well as our shift from in-house print shop services to outsourced service providers. The equipment consolidation is expected to save the City roughly $130,000 over the five-year period.
BACKGROUND
This project is part of the Department's scheduled IT work plan for FY 2023-24 and is funded from the IT operational budget. This Agreement will enhance the Department's ability to support the organization technologically and strategically increase employee productivity by promoting the ...
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