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BACKGROUND <br /> The City has an inventory of 74 printers of various models serving the printing and <br /> scanning needs of the organization. These printers serve as departmental, work group, <br /> and special use case printers. Approximately four years ago, toner replenishment was <br /> procured from the City office supply vendor through the Central Service division. All <br /> support and maintenance were performed under a separate service contract maintained <br /> by IT. The City was able to reduce overall printing costs, increase print management <br /> efficiencies, and decrease printer downtime by implementing an MPS program that <br /> brought an all-inclusive, comprehensive printing program through a single vendor. The <br /> City has been employing an MPS program for the last four years, and with continued <br /> monitoring and analysis, recommends continuing with an MPS program. The proposed <br /> MPS program will cover all networked printers at all City locations. It will include 24x7 <br /> coverage for locations in operation outside traditional business hours, monthly reporting <br /> of print usage, and service calls, loaner printers when required, and regularly scheduled <br /> preventive maintenance. <br /> DISCUSSION <br /> Information Technology posted an RFP on the City web site on April 20, 2018. <br /> Additionally, interested parties were notified of its posting. IT allowed for a 2 week <br /> inquiry period for interested parties to submit questions regarding the RFP. Response to <br /> inquiries was provided on May 8, 2018. Proposals were to be submitted by the May 15, <br /> 2018 deadline. The City Clerk's office received five proposals — Amtek, Caltronics, MRC <br /> Smart Technology Solutions, HP, and Ray Morgan Company (incumbent vendor). After <br /> a comprehensive review, analysis, scoring of the submitted proposals, and follow-up <br /> conversations with finalist candidates, Ray Morgan Company was selected as the most <br /> qualified vendor for our MPS program. Their proposal was judged responsible, <br /> competitive, and met all criteria and requirements in the RFP. The monthly service <br /> charge is based on historical print volumes and will be $4,812 per month. The <br /> agreement includes an additional amount to allow for overages, if that were to occur. <br /> 614tted Fisc Review: Approved y: <br /> \o‘l <br /> Allen H.m and Tina Olson Ne son Fialho <br /> Dire • of I Director of Finance City Manager <br /> Attachments: <br /> 1. Professional Services Agreement to use the services of Ray Morgan Co. <br /> 2. Ray Morgan Co. Maintenance Agreement and Terms & Conditions <br /> Page 2 of 2 <br />