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File #: 2022-0719   
Type: Contract Status: Passed
File created: 10/5/2022 In control: Operations, Safety, and Customer Experience Committee
On agenda: 11/17/2022 Final action: 12/1/2022
Title: AUTHORIZE the Chief Executive Officer to award a five-year, firm-fixed unit rate Contract No. PS83011000 to Canon Solutions America, Inc. to provide managed print and digital copy services Metro-wide for an amount not-to-exceed $3,620,673, effective March 1, 2023, subject to resolution of protest(s), if any.
Sponsors: Board of Directors - Regular Board Meeting
Indexes: Accounting, Budget, Budgeting, Contracts, General Overhead (Project), Maintenance, Procurement, Safety
Attachments: 1. Attachment A - Procurement Summary MFD, 2. Attachment B - DEOD Summary
Meeting_Body
OPERATIONS, SAFETY, AND CUSTOMER EXPERIENCE COMMITTEE
NOVEMBER 17, 2022

Subject
SUBJECT: MANAGED PRINT AND DIGITAL COPY SERVICES

Action
ACTION: APPROVE CONTRACT AWARD

Heading
RECOMMENDATION

Title
AUTHORIZE the Chief Executive Officer to award a five-year, firm-fixed unit rate Contract No. PS83011000 to Canon Solutions America, Inc. to provide managed print and digital copy services Metro-wide for an amount not-to-exceed $3,620,673, effective March 1, 2023, subject to resolution of protest(s), if any.

Issue
ISSUE

The existing contract with Xerox Corporation will expire on February 28, 2023.

Approval of the contract award will allow sufficient time for the transition/mobilization period required for the acquisition and installation of 240 multi-function devices (MFD) at various Metro locations and the removal of old equipment.

Background
BACKGROUND

The current contract with Xerox Corporation has been in place for seven (7) years, and the equipment is now outdated. The award of a new contract will allow Metro to implement new technology and software with Managed Print Services (MPS). The MPS monitors the usage of the copiers and addresses malfunctions and repairs that are required. In addition, it will also place orders for replacement parts and supplies. This will allow for efficient management of printing and imaging services. It also supports a hybrid and remote work environment since print management is centralized.
Discussion
DISCUSSION

Metro currently leases 228 MFDs to enable staff at all Metro locations to copy, print, fax, and scan documents. Under the new contract, Metro intends to lease 240 units to facilitate the agency's growth and provide equipment to new locations. New locations include:

* Compton, Chatsworth, Azusa, and Willowbrook locations
* Division 11 Trailers A & B
* Division 15 Maintenance Shop

In addition to the new MFDs, Metro will now have access to a Managed Print Services solution. The MPS solution...

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