Recommendation to adopt Specifications No. RFP TI18-048 and award a contract to Sharp Electronics Corporation (Sharp), dba Sharp Business Systems, of Santee, CA, to provide managed print services, in an annual amount not to exceed $1,000,000, for a period of five years, with the option to renew for two additional one-year periods, at the discretion of the City Manager; and authorize City Manager, or designee, to execute all documents necessary to enter into the contract, including any necessary amendments; Authorize City Manager, or designee, to increase Blanket Purchase Orders (BPO) Nos. BPTS13000020 with Xerox Corporation by $998,492, for a total amount not to exceed $2,373,492, and BPTS16000044 with Konica Minolta by $218,043, for a total amount not to exceed $858,146, to continue providing multi-function devices, maintenance, and supplies, and extend the term of the BPOs to December 31, 2020; and Increase appropriations in the General Fund Services (IS 385) in the Technology and Innovation Department (TI) by $1,216,535, offset by funding from Sharp. (Citywide)
Councilwoman Gonzales. Councilmember Pierce. Vice Mayor Andrews. Councilmember Durango. Hi, Councilman Austin. Councilmember Richardson. Thank you. Item 41. Can I get a motion in a second, please? Well. Okay. There's a motion in a second to get a second place. Can I get a pub? Is there any public comment on this item? Seen to a public comment. 41. The roll call, please, actually, is that comes from Gonzales. Yes. Actually, it doesn't appear to. You want to say something or no. Go ahead. Yes. I just wanted to add two questions. And I guess we don't need to go into the staff report getting that feeling. We don't want staff reports at this moment. Will Sharpe be taking the current devices in and accumulating? Those are what's going to happen with the devices. I'm going to turn that over to our tech representatives, Danielle Mitchell and Leah Erikson. Council member Piers Sharp will be is is will be buying out the existing leases, the existing devices, and replacing them with new technology. And that would be pursuant to the council letter and will be coordinated with each department in conjunction with an analysis of each department's management services needs. Can you go ahead and give a very brief staff report? Oh, sure. Staff reporter, please. Sure. Honorable Mayor members, before you, is it a recommendation to award a contract to Sharpe Business Services Systems to provide managed print services and an annual amount not to exceed $1,000,000 for a period of five years, with the option to renew for two additional one year periods. Management services are services offered by print providers that manage all aspects of an organization's business printing devices. This includes a needs assessment, selection, or general placement of printers, scanners, faxes, copiers in the service parts and supplies needed in order to operate the new and existing and or existing hardware. And by optimizing these devices, organizations save money, produce less paper waste and increase efficiency. The city released a request for proposals for managed print services to ensure compliance with purchasing policies and to implement a single source vendor. Having one vendor will simplify device and infrastructure support, streamlined device selection for departments and result in cost savings for the committee or for the city. A selection committee representing the diverse business needs of the city evaluated the firms on the criteria stated in the RFP. Department of Representative representatives were from department firm Development Services, Library Services, Police, Public Works and Technology Innovation. The committee used a consistent evaluation methodology to thoroughly evaluate each vendor solution based on the criteria. The evaluation included review of the written, technical and narrative proposals, in-person interviews and demonstrations of the devices. Additional onsite testing of the devices. Clear clarifications from the top two proposals and a review of the top two proposals. References based on the information provided. A cost analysis of the proposals was also performed and reviewed after this thorough review and evaluation process. The Committee determined that the proposal from Sharp was the most responsive to the terms of the RFP and will provide the best value for the city. Sharpe's proposal represented the highest level of cost savings from the current contracts, and Sharpe has a proven track record of working with public agencies similar to or larger than Long Beach. The new agreement with Sharp will also include defined service level agreements around service response times and consistent data reporting. The new sharp devices also have a number of unique and new features. Examples include scanning and converting documents to various applications like Word or PowerPoint printing and scanning from cloud storage applications like Microsoft, OneDrive or SharePoint. SharePoint. Wireless Printing. Walk Up Motion Sensing to save electricity. A customizable 10.1 inch color display and a built in retractable keyboard for faster data input. Sharp will also be participating in the buyout of existing printing device leases, which will replace a significant portion of the city's printing device fleet. And Sharp will work with the Technology and Innovation Department to perform the pre implementation analysis of department needs to develop this final change management plan. Sharp will fund to the city an amount needed to cover all agreed early termination charges for devices replaced. The city would then use those funds to pay those Xerox and Cronica payoff invoices. It is estimated that this will result in reduced cost to the city sooner as more expensive contracts are terminated or taken over. The executions of these groups will. Agreements will authorize Sharpe as a designated vendor for managed print services for city departments for a five year period. This contract does include replacement of the current multifunction devices copiers, printers and scanner devices. These costs are borne by departments will use existing appropriation for their managed print service needs. Is anticipated that once the contract with Sharpe is fully implemented, there will be a potential cost savings of 300,000 annually citywide due to the reduced cost structure of this new managed print services vendor to allow the existing agreements for management services to either be phased out over time or be bought out and to cover the estimated cost until the new Sharpe contract is executed. Increases to existing blanket purchase orders are necessary so this council at or also includes an increase for Xerox of 998,492 and an increase of four Konerko of $218,043, along with an appropriation increase of 1.2 million in the General Services Fund in the Technology and Innovation Department, offset by funding from Sharpe for early termination charges. With that, I conclude my report and I'm happy to take any questions. Thank you. Councilor appears. I thank you for that report. I know that changing vendors was a big decision, and I know that when I talked to staff, they talked about what a great service Xerox was. And I want to thank you guys for the work and thank you for informing us on why that decision was made. Thank you. Any public comment on this scene on road companies? Councilwoman Gonzales. Councilmember Pierce. Vice Mayor Andrews. Councilman. Rear Unger. Councilman Austin, Councilmember Richardson.