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BACKGROUND The City has an inventory of 86 networked printers of various models serving the organization's printing, copying, and scanning needs, including departmental, workgroup, and special use case printers. Eight years ago, the City began using managed service vendors to provide print toner replenishment, consumable parts replacements, and support and maintenance for the City's printer fleet. These service programs are known collectively as Managed Print Services (MPS). The City reduced printing costs, increased print management efficiencies, and decreased printer downtime by implementing an MPS program that brought an all- inclusive, comprehensive printing program through a single vendor. With ongoing monitoring and analysis, the MPS program continues to be a proven solution. The City had a previous agreement with UBEO that expired on June 30, 2023. Staff recommends entering into a new agreement to continue and expand the valuable MPS program to provide essential print functions across the organization. DISCUSSION The City issued a request for proposals (RFP) on May 8, 2023. Response to inquiries and questions was provided on May 19, 2023, with proposals due by May 24, 2023. The City Clerk's office received four proposals from Pacific Office Automation, Shamrock Office Solutions, MRC/Xerox, and UBEO Business Solutions (the incumbent vendor, previously known as Ray Morgan Company). After a comprehensive review, analysis, and scoring of the submitted proposals, UBEO was selected as the most qualified vendor for the City's MPS program. Its proposal was judged responsible, competitive, and met all criteria and requirements in the RFP. The proposed estimated monthly service charge was based on historical print volumes and used to compare all cost proposals submitted. UBEO offered the most competitive pricing, including an additional 10 percent contingency to allow for print overages. Additionally, UBEO scored the highest among all submitted proposals when rated in a comprehensive weighted ranked system for all performance dimensions. The proposed MPS program will cover all networked printers at all City locations. It will provide support coverage, with a guaranteed 4-hour response time, Monday through Saturday, 8 a.m. to 5 p.m. This includes 24-hour/seven days per week coverage for critical printers, monthly reporting, print usage, service calls, loaner printers when required, and regularly scheduled preventive maintenance. This agreement will also enhance the current MPS program capabilities by bringing in high capacity/production copiers and a Raster Image Processor for augmented capability in the Central Services Print Center. Previously these devices were under a separate lease agreement for supplies and support. The new agreement brings further print efficiency, cost savings, and uptime by combining multiple City print functions under a single umbrella services plan. Page 2 of 3