Agenda Date: 05/06/2025
Subject:
Title
Ordinance 03-2025: An ordinance on second reading approving a five-year master agreement with Xerox Corporation for print technology, software, and services
Body
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From: |
James L. Becklenberg, City Manager |
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Prepared by: |
Scott Rogers, IT Director |
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Presentations: |
N/A |
PURPOSE:
Does city council support approving a Master Agreement with Xerox Corporation, leveraging the National Association of State Procurement Officials (NASPO) ValuePoint cooperative agreement for Multi-Function Devices and Related Software, Services, and Cloud Solutions?
LONG-TERM OUTCOME(S) SERVED:
High-Quality Governance
DISCUSSION: This agreement will continue to position the City of Littleton towards more efficient printing and scanning operations while improving our environmental sustainability:
• Device consolidation, optimization, standardization, and efficiencies
• Centralize management of technology across entire city - leverage buying power/economies of scale
• Single source vendor responsible for all print (uptime and supplies) within the city
• Reduce AP/departmental burden with customizable invoice(s) for all service and consumable supplies
• Improved visibility into print trends and costs
• Outsource printer support and toner fulfillment reducing Help Desk calls
• Create a greener workplace with Xerox's Toner Recycling Program
• Secure print environment with badge-activated print release
• Reduce security threats by eliminating obsolete print devices that no longer accept firmware updates
• Reduce waste and carbon footprint by applying print policies city-wide
• Leverage existing content management investment (Laserfiche) with city-wide user adoption through user experience at Xerox MFP devices
A Master Agreement with Xerox will provide a mechanism to lease multi-function copiers, printers, and software across the organization. By supporting the fleet of desktop printers through a Master Agreement, Xerox will offload the service, support, and supply acquisition from the city for a fixed, cost-per-impression program.
This will help gain visibility and control of document processes and costs, ultimately saving money, automating steps, boosting productivity, and improving document security and environmental sustainability.
The city code requires equipment leases greater than one year be approved by council. Under this Master Agreement, departments will have the option of leasing with Xerox for future copier needs for a term not to exceed five years. Staff believes this agreement will result in lower prices while allowing city work groups more flexibility in choosing copiers that meet their specific needs.
Among other documents attached to this council communication is the National Association of State Procurement Officials (NASPO) ValuePoint cooperative agreement. The city’s procurement policy allows for cooperative purchasing, meaning the city is allowed to “piggy-back” on contract prices obtained by other governments through a competitive bidding process. Xerox has agreed to honor the prices in this agreement.
BACKGROUND:
The City Manager’s Office, IT and Finance Departments cooperated to develop and support this agreement. It provides an additional option when selecting copier leases, streamlines the lease process saving considerable staff time, and makes better use of city council time by not requiring council approval for every single copier lease renewal.
Prior Actions or Discussions
• Council approved Ordinance 20-2019 July 16th, 2019
• Council approved this ordinance on first reading on April 15, 2025
FISCAL IMPACTS:
There are no direct costs associated with entering into the Master Agreement with the Xerox Corporation. Through a phased approach, the City of Littleton can centralize its procurement strategy with one single vendor that includes all hardware, software, and document output needs, combined with an optimization strategy on a master, pre-negotiated agreement designed to:
• Reduce and contain costs - consumables savings of an additional 10% and replacement equipment lease savings of up to 25%
• Reduce the number of copiers and desktop printers
• Create a more environmentally sustainable workplace, reducing energy consumption
• Streamline and centralize fleet management and administration, savings on toner expense
STAFF RECOMMENDATION:
Staff recommends approval.
ALTERNATIVES:
Changing to multiple agreements, as opposed to a single provider, will increase the overhead required to manage multiple vendors and individual contracts per device creating potential confusion and increased costs of staff time and budget resources. The Master Agreement will allow:
• Coordination of economies of scale for print services and supplies
• Accurate visibility of print expenditures so they can be managed efficiently
• Timely firmware updates to address security concerns
• Efficiencies in printing documents by establishing badge-activated print release
PROPOSED MOTION:
Proposed Motion
I move to approve Ordinance 03-2025 on second reading approving a five-year master agreement with Xerox for print technology, software, and services.