CC MEETING: May 12, 2020
DATE: April 15, 2020
TO: Erin Rinehart, City Manager
FROM: Andy Horn, Director of Information Systems
Bob Scott, Assistant City Manager/CFO
Title
Consider Authorizing The City Manager To Approve A Contract For Managed Print Services From Xerox Corporation Through The Texas DIR Cooperative Program In An Amount Not To Exceed $232,624.00.
Body
BACKGROUND:
As a result of the City’s transition away from its IT managed service provider, the Information Systems Department is assuming direct management of the contract with our managed printing services provider, Xerox Corporation, which is in effect until September 30, 2021. The City will handle renegotiated services with Xerox Corporation under the terms of their membership in the State of Texas Department of Information Resources cooperative bidding program.
Managed print services include the maintenance and operation of the variety of printers within the City network, services such as fax-to-email, and related supplies. The City has been pleased with the services provided by Xerox Corporation in the past and believes this renegotiated contract is in its best interest for continuity in business operations at this time. City IS staff provides basic support for printing services, such as toner replacement and diagnosis. Any more complicated issues are escalated to Xerox Corporation maintenance teams as part of this contract. Due to the complex and specialized nature of the print industry, outsourcing this portion of our technology resources allows us to streamline our operations and receive service from an industry leader at a competitive rate.
FINANCIAL IMPLICATIONS:
The funds for the services are budgeted in the IS Outsource Account (#151001-61100). As costs vary month to month based on the level of use, contingency has been built into the requested approval amount.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends approval of an expenditure for managed print services from Xerox Corporation (DIR Contract #DIR-CPO-4412) for an annual recurring amount not to exceed $232,624.00.