12-13-2011 CC RPT 42 - Laserfiche WebLink

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rii ' l-, CM OF KIVEKSIDE City 4 . rf- 1nno ;-a tion City Council Memorandum TO: HONORABLE MAYOR AND CITY COUNCIL DATE: December 13, 2011 FROM: GENERAL SERVICES DEPARTMENT ITEM NO: 42 WARD: All SUBJECT EQUIPMENT AND SERVICES AGREEMENT WITH XEROX CORPORATION FOR PUBLISHING SERVICES ISSUE: The issue for City Council consideration is approval of an equipment and services agreement with Xerox Corporation for the Publishing Services Division in accordance with Purchasing Resolution 21182, Section 201(f). RECOMMENDATION: That the City Council: Approve an equipment and services agreement with Xerox Corporation for an annual cost of $137,654.16 for a 5.5 year term, in accordance with Purchasing Resolution 21182, Section 201(f). 2. Authorize the City Manager, or his designee, to execute the necessary documents. BACKGROUND: The General Services Department's Publishing Services Division has used equipment and services provided by Xerox Corporation for approximately 20 years. Competitive pricing, output quality and efficiency have enabled Publishing Services to consistently reproduce the majority of the City's documents in -house throughout this period. In 2009, the challenging economic environment required staff to re- evaluate the agreement and reduce overhead costs which resulted in a reduction of printing equipment. The current equipment and services agreement with Xerox will expire on December 31, 2011. In an effort to continuously reduce overall printing costs Citywide and gain further operational efficiencies, staff has renegotiated an agreement with Xerox at no additional cost to the City. This proposed agreement includes upgraded, newer model printing equipment and a new automated splitter /cutter /creaser that will replace functions that are currently done manually, resulting in significant manpower savings to the Publishing Services operation. In order to obtain the upgraded equipment with no increase in costs, a 5.5 year (66 months) term is proposed. 42 -1