R2015-93 ACCEPTING THE BID WATTS COPY SYSTEMS

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PURCHASING & INTERNAL SERVICES MEMORANDUv1 #2015-08 July 13, 2015 TO: Honorable Mayor Pro Tempore Moore-Wolfe and City Council FROM: Tim Gleason, City Manager Jerry Bauer, Assistant City Manager Deborah M. Perry, Purchasing Supervisor SUBJECT: Copy and Printer Equipment SUMMARY RECOMMENDATION: Staff recommends awarding contact to Watts Copy Systems, Inc. to furnish managed copy equipment and printer device services four 60 months. BACKGROUND: In mid 2014, MIS initiated an internal study to d termine the cost effectiveness of the City's management of copy and desktop printer equipment The study results found an overabundance of desktop printers, older and no longer efficient coy equipment, and overspending on ink cartridges and laser toner supplies. In addition, with 1 ng ago past City practice to purchase copy equipment, the current copy machine fleet is old and outdated and replacement with purchase would be a costly endeavor for the City. It was determined in order to create efficiency in the operation and maintenance of copy and printer equipment in City offices, partnering with an outside company to pro ide the equipment and to manage the maintenance and consumable monitoring would be the best future operational solution for the City to pursue. MIS Technical Staff evaluated the existing inventory of copy equipment and desktop printers and the use of the same through interviews with City department staff to determine copy and printer service requirements. This review concluded that the equipment fleet could be reduced from the present level of approximately 121 copy and printer devices to apprgximately 71 copy and printer devices with the introduction of more centralized department devices which would be larger capacity and more efficient devices. The study led to the opening of a Request for Proposal ("RFP") requesting managed copy and printer services from capable vendors. Nine RFP's were received and reviewed by a committee consisting of Jerry Ba jer(MIS), Debbie Perry (Purchasing), Kevin Smith(MIS) and Gregg Zientara(Finance). The field was narrowed to four (4) service providers who made presentation to the committee on equipment device offerings, consumable management capabilities, and equipment customer service.