Title
Unified Print Program Multifunction Copiers Contract - COOP 23-061- Request for Award (Ordinance S-49722)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Toshiba America Business Solutions Inc., DBA Toshiba Business Solutions to provide multi-function print and scanning devices including supplies, maintenance and management of print services for Citywide departments. Further request an exception to the indemnity and assumption of liability provisions of Phoenix City Code section 42-18. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $10,595,000.
Report
Summary
This contract will provide the ability to continue contracting with Toshiba for support and purchase of multi-function print and scanning devices, including supplies, maintenance and management of print services. Toshiba will service over 1,100 copiers, will add service to 800 stand-alone printers and enable replacement of the majority of City of Phoenix's stand-alone printer fleet that is over 10 years old and experiences a high rate of failure due to wear and tear. The deployment of devices are managed through the City's Unified Print Program, which involves analysis of printer usage at various locations, and an annual review to ensure devices are deployed in the most efficient and cost-effective manner. The requested products and services are critical to citywide facility operations.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved Determination Memo based on the following reason: Special Circumstances - Alternative Competition. The Information Technology Systems (ITS) Department has researched cooperative contract programs with other agencies such as Omnia Partners, Mohave Cooperative, Sourcewell, and a local Arizona business to find alternative contractor options. ITS has determined that the contract with Toshiba America Business Solutions Inc., DBA Toshiba Business Solutions from Omnia Partners, which was competitively solicited, best aligns with the City's needs.
Contract Term
The five-year contract term will begin on or about July 1, 2023, and includes one two-year option to extend.
Financial Impact
The aggregate contract value will not exceed $10,595,000 for the five-year aggregate term. Funding is available in the various departments' budgets.
Department
Responsible Department
This item is submitted by City Manager Jeffrey Barton and the Finance Department.