AGENDA CAPTION:
Title
Consider approval of Resolution 2025-157R, approving a contract with Knight Office Solutions, Inc., through the Texas Department of Information Resources Cooperative, for the procurement of multi-function printer and scanner services to include maintenance and related equipment, supplies, and services for a one-year term in the amount of $76,771.20 with the option of up to four renewals that include projected yearly increases based on current usage and potential economic changes, for a total contract amount of $395,566.61; authorizing the City Manager, or her designee, to execute the contract and any renewals on behalf of the city; and declaring an effective date.
Body
Meeting date: September 2, 2025
Department: Information Technology Department – Mike Sturm, Director
Amount & Source of Funding
Funds Required: $76,771.20 – 1st year, 5-year contract up to $395,566.61
Account Number: 10001280-52395, 21006322-52395, and 22006335-52395
Funds Available: Yes
Account Name: Software License & Maintenance
Fiscal Note:
Prior Council Action: Resolution No. 2020-189R, adopted September 1, 2020, under City contract #219-270R.
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Background Information:
The City is authorized through Local Government Code, Chapter 271, to participate in cooperative purchasing programs, which includes use of the Texas Department of Information Resources (DIR) contracts. As DIR has awarded contract #DIR-CPO-4435 to Knight Office Solutions, Inc., the City is requesting approval of a new City contract with Knight Office Solutions, Inc., procurement multi-function printer/scanner services to include maintenance and related equipment, supplies, and services. The previous City contract was established in 2019 and ends September 30, 2025.
The contract term for this new contract will be for an initial one-year period with four (4) one-year renewal periods, for a total contract term not to exceed five (5) years. The estimated cost for the initial year is $76,771.20. Based on current usage and potential economic changes, the total contract cost for the full five (5) years is $395,566.61.
This contract will continue a cost per page service with Knight Office Solutions, Inc., to allow for maintaining and repairing printers, supplying printer toner and ink, and resolving printer/scanner issues. The City relies on this contract to ensure the City can maintain reliable printer service throughout the organization.
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Recommendation:
Staff recommends contract approval