STRATEGIC PRIORITY: Core
AGENDA DATE: May 14, 2025
COUNCIL DISTRICT(S): Citywide
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Donzell Gipson
______________________________________________________________________
SUBJECT
Title
Authorize Supplemental Agreement No. 3 to exercise the first second of two, one-year renewal options, for continued citywide lease of multi-functional devices and desktop printers, maintenance, and managed services - Canon USA, Inc. - Not to exceed $2,185,405.78 - Financing: Data Services Fund (subject to annual appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service contract is to establish firm pricing for services, for a specific term, which are ordered on an as needed basis.
This Supplemental Agreement will provide for continued citywide lease of multi-functional devices and desktop printers, maintenance, and managed services. Multi-functional devices (MFD) perform multiple document handling tasks such as print, fax, copy, scan, and e-mail on one single device. This agreement includes desktop printers and management software solutions.
This agreement will also provide for continued device management software solutions that will support:
• Optimizing printing infrastructure by enforcing print policy and applying rules for print jobs
• Auditing devices and retrieving data security settings to verify compliance and ensure the security of document.
• Automated security firmware updates
• Monitoring devices to maximize uptime by alerting support personnel of impending failure such as low toner, drum, or fuser replacements, etc.
• Remote problem resolution
• The ability to print from mobile devices to any MFD on the City’s network
• Authenticating and releasing print jobs via City’s employee identification
• Web-to-print that allows users to submit their print jobs to the City’s copy center, preview, proof, and monitor their orders online
• Web portal that provides users a single point of access for their copier needs such as placing service calls, ordering supplies, viewing service request, self-help training videos, operating guides, frequently asked questions, surveys, etc.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. This contract renewal option includes the living wage of $10.94.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On November 14, 2018, the City Council authorized a five-year service price agreement, with two one-year renewal options, for the citywide lease of multi-functional devices and desktop printers, maintenance, and managed services with Canon USA, Inc. through the Department of Information Resources cooperative agreement; the acceptance of funds from Canon USA, Inc. to pay early termination fees associated with the existing agreement with Xerox Corporation; and Supplemental Agreement No. 5 to extend the service contract with Xerox Corporation, for the transition of multi-functional devices and desktop printers, maintenance, and managed services, for a six-month period from December 1, 2018 through May 31, 2019, by Resolution No. 18-1617.
On October 8, 2024, the City Council authorized Supplemental Agreement No. 2 to increase the service contract with Canon USA, Inc. for citywide lease of multi-functional devices and desktop printers, maintenance, support, and managed services by Resolution No. 24-1503.
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2026 |
Future Years |
|
Data Services Fund |
$917,481.24 |
$1,267,924.54 |
$0.00 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
|
$2,185,405.78 |
Other Services |
N/A |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
N/A |
N/A |
N/A |
|
• The Business Inclusion and Development Policy does not apply to Cooperative Purchasing Agreements. |
|
• Canon USA, Inc. - Non-local; Workforce - 0.00% Local |
OWNER/EXECUTIVE
Canon USA, Inc.
One Canon Park Melville
New York, NY 11747
Peter Kowalczuk, President