TO: Mayor and City Council
FROM: Chris Sternal, Director of Information Technology
SUBJECT:
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Award of Contract to Xerox Business Solutions Midwest for Managed Print Services in an Amount Not to Exceed $95,000.00
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BACKGROUND:
The City currently operates a fleet of approximately 120 print output devices across all departments. In 2013, the City implemented an enterprise-wide program known as Managed Print Services to manage and support these devices, as well as to handle ink and toner replenishment for the fleet.
On January 19, 2021, the Mayor and City Council approved the initial managed print services contracts with COTG/Martin Whalen Office Solutions (now Xerox Business Solutions Midwest), which included two options for annual twelve-month extensions.
CONCLUSION:
To meet the increasing demand for managed print services and address technology issues as they arise, management recommends the continued use of these services. Managed print services provide the most adaptable solution for adjusting support resources to match the City's changing needs.
IT is requesting a 12-month renewal of the existing managed print contracts, including a print overage allowance, not to exceed $95,000.00. The monthly contract rate is $6,326.28. This includes up to 85,450 black and white prints and 68,020 color prints. Any prints beyond these amounts will incur additional charges: $0.01 per black and white print and $0.069 per color print.
This item was recommended for City Council approval by the Communication, Technology and Information Systems Committee at the January 8, 2025 meeting.
Sufficient funds exist utilizing the IT Printing Budget (Org 04013000, Object 525500, $95,000.00).
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:
(a) P...
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