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Canon Printer Support Contract Renewal
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DESCRIPTION: Installation of new, update to uniflow print management, four-year support, and previous purchase order gaps |
AGENDA NO: Click or tap here to enter text. |
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ACTION REQUEST: ☒ Approval ☐ Review Comment ☐ Information Only ☐ Other |
RECOMMENDATION:
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To authorize the Chief Executive Officer to award a contract in the amount of $292,712 to Canon Solutions America for updating the current printer fleet, updating the Uniflow print management server, and additional devices at Carrollton and the Money Counting Room and to settle unpaid invoices that are due to Canon.
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ISSUE/BACKGROUND:
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The ensure continued high printer service at all facilities RTA seeks to update the current printer fleet, update the management server, and add Carrollton and the Money Counting Room to the Canon support services.
The contract renewal will update all of the RTA’s devices with the latest in Canon’s award-winning device line-up and renew the Uniflow software which ensures a secure and efficient print environment.
The previous contract was based on targeted, average monthly use which RTA struggled to stay within bounds. RTA requests additional funds to pay for the open invoices to cover the contract overage balance amounts.
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DISCUSSION:
The renewal takes advantage of the current contract terms and conditions for the continuity of extremely reliable service. The contract continuation upgrades the RTA printer fleet and software, adds two locations, upgrades the uniflow print management server, and adjusts to an increased average monthly use rate.
Contract includes:
48-month renewal
18 devices (1 new at Carrollton, 1 new at money count room)
2 Uniflow Licenses
4 Year Software Support
Toner Inclusive Service Included in Lease
100,000 BW Impressions, Overages .00741
28,000 Color Impressions, Overages .0401
48-month FMV lease @ $5369.00 per Month
$5369 x 48 = $257,712.00
The current contract (Canon contract ID 0800021-001) and purchase order (PO-912640) accounted for monthly charge at a fixed rate for ‘x’ amount of print/copies per b/w or color. The PO value did not include any overages. Over the course of the contracted term there were overages and resulting added taxes. Overages are into the PO, and we are at the end of the contract without the funds available in the PO to pay for the final months.
Legacy contract overages include:
8/1/23 Invoice 30518478 7931.58
10/1/23 30876175 5177.30
11/1/23 31040316 7204.92
12/1/23 31204753 5845.92
1/1/24 31375951 6355.11
Total $32,514.83
Due to the history of overages, RTA requests $2485.17 in addition to the invoiced amount to cover any unexpected fees to close the legacy contract. Total requested funds are $32,514.83 + $2,485.17 = 35,000.
Total requested: $257,712 + $35,000 = $292,712
FINANCIAL IMPACT:
The funding is currently available through 01-2900-02-9771-181-00-00-00000-00000 for a total cost of $292,712.
NEXT STEPS:
Upon RTA Board approval, staff will assign a purchase order and complete the project.
ATTACHMENTS:
1. Resolution
2. Canon Invoice Statement
3. RTA Canon Fleet Upgrade
4. RTAR 00282
5. Cannon ICE
6. Cannon Sole Source Justification
Prepared By: Doris O’Sullivan
Title: Project Manager of Information Technology III
Reviewed By: Sterlin Stevens
Title: Director of Information Technology
Reviewed By: Gizelle Johnson Banks
Title: Chief Financial Officer
12/1/2023
Lona Hankins Date
Chief Executive Officer