Title
Managed Print Services - Approval
History
During the Fiscal Year 2014 budget process, the Village Manager’s Office, Development Services, and Public Works departments submitted requests to include funds for the replacement of the Konica Minolta 7075 copiers in their departments (total of 4 machines) with new multi-function printers (MFP) with print, copy, scan and fax functions, at a minimum. The Konica Minolta 7075 has reached its end of life and parts and toner are in limited supply. The Village has owned these machines for over 10 years. Annual maintenance on these machines is provided by Gateway Business Systems under a hybrid Managed Print Services program. Although the Village purchased these machines outright, we pay for maintenance and support on a per click basis.
Rather than including funds for the purchase of these items in the Fiscal Year 2014 budget, staff was directed to analyze the option of obtaining replacement MFPs for these three pilot departments through a full Managed Print Services program, whereby the machines are leased as opposed to purchased and the lease payment, as well as all maintenance, support and supplies are paid on a per click basis. The goal was to reduce the Village's overall cost of ownership by obtaining state of the art equipment at the lowest cost, eliminating a number of desktop printers and redirecting print jobs to the MFP, which has a lower per click cost than a desktop device, utilizing the newest technologies available and eliminating the need to budget substantial amounts every five or so years to replace these machines. At the end of the program term, the Village would have the option to renew the lease (if the original lease was a FMV lease), refresh the equipment and enter a new lease term, or buy the equipment at either fair market value or for a dollar buyout, depending on the original lease terms. A committee, with representatives from each of the departments, as well as from Finance and IT...
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