TO: Communication, Technology & Information Systems Committee
FROM: Chris Sternal, Director of IT
SUBJECT:
title
Award of Contract to Xerox Business Solutions for Three Year Managed Print Services in the Amount of $349,698.23
end
BACKGROUND:
The City operates a fleet of approximately 120 print output devices across all departments. Managed Print Services have been utilized since 2013 to maintain the fleet, provide supplies, and support centralized device management. The most recent renewal of these services with Xerox Business Solutions Midwest (XBS) was approved for the 2025 operating year.
In anticipation of the expiration of the current contract, RFP 2966-0426 was issued for Managed Print Services. Two vendors responded: Xerox Business Solutions Midwest and Marco Technologies. Marco’s proposal included a full replacement of the City’s entire printer fleet, whereas Xerox recommended replacement of only end-of-life and end-of-service devices, resulting in a more cost-effective and operationally appropriate solution for the City.
CONCLUSION:
After reviewing the proposals submitted, Xerox Business Solutions Midwest offers the most advantageous and fiscally responsible solution. Their targeted replacement strategy avoids unnecessary device turnover while continuing to provide reliable service, automated supply management, proactive fleet monitoring, and strong local support.
Cost Summary - Xerox Proposal
Xerox’s proposal ensures continuity of service, meets the City’s operational requirements, and prevents unnecessary capital expenditure on device replacements.
Year One (2026) - $122,418.23 (includes MPS fees, anticipated overage fees and one time device replacement costs)
Year Two (2027) - $113,640.00 (includes MPS fees and anticipated overage fees)
Year Three (2028) - $113,640.00 (includes MPS fees and anticipated overage fees)
Section 2-438 of the City of Joliet Code of Ordinances states that purchases whose estimated cost is in excess of twenty-five thousand dollars ($25,000.00) may be awarded without written specifications or bidding under certain circumstances. Three of these circumstances apply:
(b) Purchases for additions to and repairs and maintenance of equipment owned by the City which may be more efficiently added to, repaired or maintained by a certain person;
(f) Purchases when authorized by a concurring vote of two-thirds of the Mayor and City Council;
(g) Purchases of professional services.
Sufficient Funds exist for 2026: year one of the contract, utilizing the Information Technology Infrastructure Printing budget (Org 04013000, Object 525500, $122,418.23). This will be budgeted appropriately for the consecutive years on the contract.
RECOMMENDATION:
recommendation
It is recommended that this item be forwarded to City Council with a recommendation to approve.
end