TO: Honorable Mayor and Members of the City Council
THRU: Jarad Hildenbrand, City Manager
FROM: Steven Scardina, Information Technology Manager
1. Subject
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Agreements with C3 Office Solutions, LLC, dba C3 Tech for copier lease and managed print services.
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2. Summary
The City utilizes a combination of heavy-duty copiers and light duty desktop printers for print production. The five-year lease agreement provides seven new copiers while the five-year managed print service agreement locks in a lower cost per page to service both printers and copiers. Approving these agreements will result in an estimated savings of $51,000 per year.
3. Recommended Action
recommendation
1. Approve the agreement with C3 Office Solutions, LLC as supplier and Wells Fargo Bank, National Association as lessor in the amount of $43,162.20 for copier equipment leasing; and authorize the Mayor and City Clerk to execute on behalf of the City.
2. Approve the agreement with C3 Office Solutions, LLC dba C3 Tech for managed print services; and authorize the Mayor and City Clerk to execute on behalf of the City.
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4. Fiscal Impact
The total expenditure for the five-year copier lease agreement is $43,162.20 and will be funded through General Fund (100).
100-2101-56301 Rents and Leases $21,441.60
100-1601-56301 Rents and Leases $21,720.60
The managed print services agreement will be funded through General Fund (100).
100-1601-56999 Other Repair / Maintenance services $80,000
5. Strategic Plan Goals
Goal 5: Improve Infrastructure, Mobility, and Technology
6. Discussion and Background
Since 2018, the City has utilized C3 for copier leasing and managed print services with some exceptions.
Copier Lease
The Library currently has four Konica / Minolta copiers on a lease agreement with Konica that has expired. These four copiers will be replaced with Sharp copiers as part of the C3 lease agreement. This also achieves a desired goal to standardize Sharp equipment. The remaining three copiers will be distributed in areas where desktop printers can be reduced.
Managed Print Services
The total expenditure for the managed print services agreement is subject to actual print usage. Based on actual historical usage, the annual cost estimate has been approximately $131,000.00 per year. However, with projected savings from the new agreement, the revised estimate is $80,000.00 per year, resulting in a projected $51,000.00 savings annually.
The copier lease agreement and managed print services agreement will be executed pursuant to the cooperative purchasing agreement between the County of Orange and C3 Office Solutions LLC dba C3 Tech (Regional Cooperative Agreement Contract RCA-017-23010022 for Digital Multifunctional Copiers, Printers, Software, Related Accessories and Services).
The City has been satisfied with C3’s service, and in considering both agreements will result in overall reduction in print production costs, staff recommend approval of the copier lease and managed print services agreements.
7. ATTACHMENTS
• Copier lease agreement with C3 Office Solutions, LLC
• Managed print services agreement with C3 Tech