Meeting_Body
EXECUTIVE MANAGEMENT COMMITTEE
FEBRUARY 15, 2024
Subject
SUBJECT: COPY CENTER EQUIPMENT AND SERVICES
Action
ACTION: APPROVE CONTRACT AWARD
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to execute a five-year, firm-fixed unit rate Contract No. PS110623000 to Canon Solutions America, Inc. to provide copy center equipment and services in a not-to-exceed amount of $1,917,720, effective March 1, 2024, subject to the resolution of protest(s), if any.
Issue
ISSUE
The existing contract for the lease of high-speed copiers, document finishing equipment, maintenance, and other services will expire on April 30, 2024.
Approval of this Contract will allow for the installation/mobilization period required for the acquisition and installation of the new high-speed copier equipment and the removal of the old equipment.
Background
BACKGROUND
The current contract with Canon Solutions America, Inc. has been in place since October 1, 2018, and the equipment is now outdated, with the period of performance ending on April 30, 2024.
Due to the heavy use of the equipment, it is reaching the expected life cycle replacement, and the new contract will allow Metro to implement new technology and software Managed Print Services (MPS). The MPS monitors the usage of the copiers and addresses malfunctions and required repairs. In addition, it automates orders for replacement parts and supplies. This will allow for efficient management of printing and imaging services.
Discussion
DISCUSSION
Metro requires high-speed copy machines, laminating equipment, binding, and other finishing equipment to produce a wide range of documents that are required for agency business, including:
* Bus and rail "shake-up" materials
* Board and committee agenda packets
* Budget books
* Bound departmental reports
* Departmental forms
* Large format blueprints and posters
* Procurement IFB and RFP Packages
* Training manuals
* EIR/EIS and other planning docu...
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