TO: Mayor and City Council
FROM: Beth Beatty, City Manager
SUBJECT:
title
Award of Contract to Martin Whalen for Managed Print Services
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BACKGROUND:
The City currently uses a fleet of about 120 print output devices throughout the organization in all departments. Beginning in 2013, the City established an enterprise-wide management program called the Managed Print Services program to maintain and support all print output devices and to supply ink and toner replenishment for the fleet.
The Mayor and City Council approved the original managed print services contracts with COTG/Martin Whalen Office Solutions (now Chicago Office Technology Group, DBA Xerox Business Solutions Midwest) at the January 19, 2021 meeting, with two options to extend the original contracts for twelve months on an annual basis.
CONCLUSION:
To satisfy the growing demand for managed print services within the city and resolve technology problems as they occur, management recommends continued use of managed print services. Managed print services offer the most flexible way to scale support resources up or down to the varying demands of the city.
At this time, IT is requesting a 12 month renewal of existing managed print contracts in the amount of $48,000.00. In addition, IT is requesting a printing overage not to exceed amount of $35,000.00, which is an estimate based on three years of data. It is anticipated the overage amount will be less than the estimate due to the recent implementation of Papercut software that will help eliminate waste and control print overage costs.
This item was recommended for City Council approval by the Communication, Technology and Information Systems Committee at the February 7, 2024 meeting.
Sufficient funds exist utilizing the IT Printing Budget (Org 04013000, Object 525500, $83,000.00).
In accordance with section 2-438 of the City of Joliet Code of Ordinances which states that purchases over $25,000.00 may be awarded without written specific...
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