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City of South Bend! 227 W Jefferson Blvd <br />TO: Board ofPublic Works, Linda Martin <br />CC: Dan [YCommor,Jennifer HockenhuU,Michael Schmidt, Clara K4cOaniels,Benjamin <br />Dougherty, Sandi Kennedy <br />FROM: ShavvnDelahaPty <br />SUBJECT: Managed Print Service and Unified Lease Agreement with Cannon Solutions <br />DATE: 7/10/2018 <br />Linda and Members Vfthe Board <br />VVeare submitting for review and approval aManaged Print Services contract /12month) and aUnified <br />Lease Agreement (6�Dmonth) with Canon Solutions America consisting of3pieces: New Priniter/MwKti- <br />fumct|onun|ts,RYghtFax,amdUniflmvv. VVewill bepurchasing with Canon through the National IPA, <br />which acts aoQuantity Purchasing Agreememt/nat|omnUpe.grgi <br />Managed Print Services includes all Service, Parts, and Supplies (including toner; everything <br />except paper and staples) for 76printers nmSchedule 4and toner only for 25 printers on <br />schedule B. The rate is $.01per click for B0\VVand $.OGper click for color. Based nnprint counts <br />from our printing assessment, we estimate this to be an annual cost of $41,225. <br />Bundling the Equiipment Lease, RightFax, and Uniflow will save us $8400 per year/$42,000 over <br />the life o?the lease. The cost ofthese 3pieces |m$SI89,per month for 6Dmonths ($317,340 <br />total) <br />u MFP Leases — We will be leasing 54 machines from Canon (36 Canon full size MFP, 9 <br />Canon desktop units, 8HPprinters, and 1Canon K0FPP|utter). This will include a <br />$35,0010check from Canon tobuy out all existing Ricoh Leases, allowing us1oco-term <br />printer leases across the City. <br />u RightFax — This is a fax service that will allow us to use a fax server to reduce the <br />amount of fax traffic by utilizing email/print instead of traditional fax. VVewill also be <br />able to eliminate VoIP Fax hardware purchased in 2011 that is due for refresh. <br />o Unifhmwu—This isesoftware that allows for rules -based routing nf printjobs, streamlined <br />reporting, and follow rneprinting — the ability toprint ajob and retrieve it from many <br />machines across the City network using a PIN or ID card (cards and card readers <br />included Unthe |easei <br />Shawn Delahanty <br />