Technology Solutions recommends the purchase of print management services from Novatech, Inc., in the estimated total amount not to exceed $2,681,746. The estimated amount for the contract's first year is $327,985 and the estimated annual cost for years two (2) through (10) is $261,529.
The City's current contract (2014-0111) for print management services expires in June of 2023. To ensure a seamless transition, Technology Solutions needs to begin the process to refresh its aging devices across the organization. There are currently over 300 multi-function devices capable of print, copy, scan, and fax capabilities, including several large format printers. This contract provides both leased hardware (multi-function devices, laser printing, wide format printers) and print services (print pools, device maintenance, and repair).
The City received proposals from five (5) vendors. The Technology Solutions proposal evaluation team determined the proposal from Novatech, Inc. met all of the City's needs for Print Management Services. The awarded contract will have an initial term of five (5) years with an automatic (5) year renewal.
If the City of Plano does not approve this purchase, it will be subject to rising prices as well as continued use of aging devices that will require costly repairs as well as impact the timely processing of printed material.
The City is authorized to purchase from a cooperative purchasing program with another local government or a local cooperative organization pursuant to Chapter 271 Subchapter F of the Texas Local Government Code and by doing so satisfies any State Law requiring local governments to seek competitive bids for items. (OMNIA R191101 and R210403, and City of Plano Contract No. 2022-0591-OR)