PILLAR: Core
AGENDA DATE: April 22, 2026
COUNCIL DISTRICT(S): Citywide
DEPARTMENT: Office of Procurement Services
PRIORITY: N/A
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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, p...
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