PILLAR: Core
AGENDA DATE: April 22, 2026
COUNCIL DISTRICT(S): Citywide
DEPARTMENT: Office of Procurement Services
PRIORITY: N/A
______________________________________________________________________
SUBJECT
Title
Authorize Supplemental Agreement No. 5 to extend the service contract with Canon U.S.A., Inc. for continued citywide lease of multi-functional devices and desktop printers, maintenance, and managed services for the Department of Information and Technology Services, from April 29, 2026 to April 30, 2027 - Not to exceed $2,023,938.48, from $13,421,302.44 to $15,445,240.92 - 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, 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 includes the living wage of $23.06.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On November 14, 2018, the City Council authorized (1) a five-year service price agreement, with two one-year renewal options, for the citywide lease of multifunctional devices and desktop printers, maintenance, and managed services with Canon USA, Inc. through the Department of Information Resources cooperative agreement; (2) the acceptance of funds from Canon USA, Inc. to pay early termination fees associated with the existing agreement with Xerox Corporation; and (3) Supplemental Agreement No. 5 to extend the service contract with Xerox Corporation, for the transition of multifunctional 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.
On May 14, 2025, the City Council authorized Supplemental Agreement No. 3 to exercise the second of two, one-year renewal options, for continued citywide lease of multi-functional devices and desktop printers, maintenance, and managed services by Resolution No. 25-0740.
FISCAL INFORMATION
|
Fund |
FY 2026 |
FY 2027 |
Future Years |
|
Data Services Fund |
$887,619.24 |
$1,136,319.24 |
$0.00 |
LOCAL PARTICIPATION
|
Prime |
Status |
Workforce % |
|
Canon U.S.A., Inc. |
Non-local |
0.00% |
OWNER/EXECUTIVE
Canon USA, Inc.
One Canon Park
Melville, NY 11747
Peter Kowalczuk, President
Arthur McGinn, Vice President