01-14-2019 BPU RPT 09 - Laserfiche WebLink

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W A T L R E N E R G Y L I F E RIVERSIDE PUBLIC UTILITIES Board Memorandum P U B L I C U T I L I T I E S BOARD OF PUBLIC UTILITIES DATE: JANUARY 14, 2019 ITEM NO: 9 SUBJECT: REQUEST FOR PROPOSAL NO. 1817 FOR MANAGED PRINT SERVICES - PROFESSIONAL CONSULTANT SERVICES AGREEMENT WITH SHARP ELECTRONICS CORPORATION WITH A FIVE-YEAR TERM IN AN AMOUNT NOT TO EXCEED $2,167,172 ISSUE: Approve a Professional Consultant Services Agreement with Sharp Electronics Corporation, of Montvale, New Jersey in response to Request for Proposal No. 1817 for Managed Print Services with a five-year term in an amount not to exceed $2,167,172. RECOMMENDATIONS: That the Board of Public Utilities recommend that the City Council: 1. Approve the Professional Consultant Services Agreement with Sharp Electronics Corporation, of Montvale, New Jersey in response to Request for Proposal No. 1817 for Managed Print Services with a five-year term in an amount not to exceed $2,167,172; and 2. Authorize the City Manager, or his designee, to execute all documents pursuant to the Managed Print Services Agreement, including but not limited to the Agreement, Master Lease Agreement, Customer Care Maintenance Agreements (orders), Master Lease Agreement Schedule, and related financing documents, Equipment Delivery Acceptance forms, and making minor non - substantive changes and authorizing annual renewals. BACKGROUND: On December 22, 2010, the City amended an agreement with ACS Enterprise Solutions, Inc. to modify the services provided to include certain hardware, remote care, and consumables and fulfillment services for copier and printing equipment. These services are known in the industry as Managed Print Services (MPS). The services included copier equipment, including third party network printers, and per page rates for black/white and color printing. The MPS program provides many benefits to the City, including reducing costs and improving efficiency, improving staff productivity with newer equipment, saving time with more efficient ordering processes and vendor managed services, reducing capital expenditures via cost effective leasing options, and reductions in the environmental footprint.