Title
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Consulting Services Agreement and Multi-Function Printer (MFP) Lease Agreements with J.J.R. Enterprises, Inc. DBA, Caltronics Business Systems Inc. for Citywide Multi-Function Printer Replacement, Maintenance and Support. Cost in Fiscal Year 2025-2026 is $108,499. Total Cost For 5-Year Agreements Will Not Exceed $550,000
Staffreport
COUNCIL PRIORITY
? Infrastructure
? Sustainability & Resiliency
? Fiscal Sustainability and Transparency
SUMMARY & RECOMMENDATIONS
Adopt a Resolution to Approve and Authorize the City Manager to Execute a Consulting Services Agreement and Printer Lease Agreements with J.J.R. Enterprises, Inc. DBA, Caltronics Business Systems Inc. for Citywide Multi-Function Printer Replacement, Maintenance and Support. Cost in Fiscal Year 2025-2026 is $108,499. Total Cost For 5-Year Agreements Will Not Exceed $550,000.
BACKGROUND
The Information Technology Department (IT) manages over 100 printers in the City's printing infrastructure, including individual, stand-alone printers, multi-function workgroup printers, production printers and plotters. While the City, in recent years, has made great strides in automating processes and reducing printing needs in every department, these systems remain essential to conduct City business.
The current printing infrastructure in the City is outdated and in need of replacement. Printing functions are inefficient, frequently unreliable and lack modern print management capabilities.
The City released a request for proposals in 2024 and evaluated solutions from multiple vendors. Caltronics Business Systems was selected as the most qualified vendor, with a cost-effective proposal that includes a comprehensive replacement and installation of modern printing systems, as well as ongoing maintenance, support and value-added services for a five-year term.
Analysis
The IT Department, with support from Library and City Manager's Office, relea...
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