Title
Consider/Discuss/Act on a Resolution Authorizing the City Manager to Execute a Contract with Canon Solutions America of Dallas, Texas for Managed Print Services
Summary
COUNCIL GOAL: Operational Excellence
(2C: Identify opportunities for internal efficiencies and continuous improvement to effect a high performing organizational culture)
MEETING DATE: October 16, 2018
DEPARTMENT: Department of Information Technology
CONTACT: Sid Hudson, Chief Information Officer
Lisa Littrell, CPPB, CPPO Purchasing Manager
RECOMMENDED CITY COUNCIL ACTION:
• Approval of Resolution
ITEM SUMMARY:
• This Resolution authorizes the City Manager to execute a contract with Canon Solutions America of Dallas, Texas for Managed Print Services.
• Managed print services is a program offered by print providers that manages all aspects of business printing devices, including printers, scanners, and multi-functional devices.
BACKGROUND INFORMATION:
• The City issued Request for Proposal 18-10RFP Managed Print Services on February 18, 2018.
o Advertised in McKinney Courier Gazette
o Posted on McKinney TV
o 290 eBid Supplier Notifications
• In responses to all notices published, seven (7) bids were received on March 29, 2018.
• An evaluation team comprised of staff members from the Information Technology, Human Resources, and Finance Departments reviewed and ranked the proposals based on the following criteria:
o 20 Points-Qualifications
o 20 Points-Approach and Implementation
o 20 Points-Pricing
o 20 Points-Technical Capabilities
o 15 Points-References
o 5 Points-Sustainability
• Based on the evaluation results, Canon Solutions America, is being recommend by the team as the best value for the City based on the following:
o Canon has been industry leader in printing domain.
o Canon is ISO 9001 (Quality Management), ISO 14001 (Environmental Management Systems) certified along with Energy Star partner.
o Well defined implementation plan for equipment roll-out.
o Best in class faxing capabilities along with security features (secure boxes).
o Enhanced reporting features available such as meter reading via On-Line Account management portal.
FINANCIAL SUMMARY:
• Annual estimated 36 month equipment lease is valued at $96,367.32 with associated cost per print which varies based on device. See bid tabulation for details.
• Funds are budgeted in the following accounts:
o 001-9999-403-8515
o 001-9999-403-8525
o 001-2119-413-8421
BOARD OR COMMISSION RECOMMENDATION:
• N/A