REQUEST FOR CITY COUNCIL ACTION
DATE: 06/05/2024
TO: Honorable Mayor and City Council Members
FROM: Information Technology
SUBJECT:
Title
APPROVAL OF CONTRACT WITH ADVANCED IMAGING SOLUTIONS, INC. (AIS) FOR MANAGED PRINT SERVICES
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EXECUTIVE SUMMARY:
This staff report asks City Council to approve the contract with Advanced Imaging Solutions, Inc. (AIS) for Managed Print Services (MPS) to replace the current contract with Konica Minolta, effective July 1, 2024. The new contract will streamline the city's printing infrastructure, improve efficiency, and reduce costs.
RECOMMENDED ACTION:
Recommended action
That the City Council:
a. Approve the Managed Print Services contract with AIS in the amount of $167,760 annually for a term of three years, totaling $503,280, with options to renew for two additional one-year terms.
b. Authorize the City Manager, or his designee, to execute the contract with AIS, including any non-substantive extensions, change orders, purchase orders, and amendments up to the amount authorized by Corona Municipal Code Section 3.08.070 (I), which is equivalent to 10% or $16,776 per year.
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BACKGROUND & HISTORY:
The City of Corona has been utilizing Managed Print Services (MPS) provided by Konica Minolta under a contract set to expire on June 30, 2024. The contract is based on fixed cost for the machines plus a per copy cost.
A Request for Proposals (RFP 24-038SB) was issued to select a new MPS provider. The RFP process resulted in 13 bids, with AIS being selected as the most advantageous provider based on their comprehensive proposal and competitive pricing.
ANALYSIS:
RFP Process and Evaluation:
Thirteen (13) bids were received from qualified vendors. Each proposal was structured slightly differently, with providers utilizing a range of fixed and variable cost models.
Proposals were evaluated based on service quality, technological capabilities, vendor experience, and anticipated cost. The overall score for each ve...
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