Approve a contract with Fisher's Technology for an estimated $335,630.71 for hardware and software to provide a comprehensive and consolidated print management program for the City.

City staff has been working since May of this year with Fisher's Technology to conduct an audit of the city's print environment and provide recommendations for a citywide print management program.  It has been determined that a consolidated managed print program, contracted with an outside vendor to provide management, training, support and maintenance of all printers and copiers within our organization, is the most cost-effective, logical solution.  This solution will:

• Reduce costs and IT staff time
• Consolidate billing
• Secure print and scan capabilities
• Standardize and upgrade equipment
• Reduce redundancy and the volume of copiers and printers throughout the organization
• Create a secure and efficient print environment citywide
• Provide reporting and analytics to count and monitor prints per device and department

The audit uncovered more than 200 devices of differing models from 9 different manufacturers, managed by various staff members across the City, with an average annual spend of $160,000.  The proposed solution has been designed to utilize larger, shared, multi-function machines wherever possible and smaller machines where necessary.  The inventory plan includes reusing 25 existing machines and the purchase of 68 new machines.  Additionally, the maintenance agreements on all machines will be standardized at a much lower rate.

For example, one department currently has 33 printers/copiers. With this plan, the same department will be reduced to 7 machines, but will be "right-sized" and strategically placed for maximum efficiency.

The proposed solution will standardize the fleet of printers and copiers used by city staff, place the appropriate piece of equipment where necessary, decrease inefficient desktop printers, increase network security, reduce print output, and create a centralized managed print plan.  PaperCut, the print management software, is designed to reduce printing by 10-30%, reduce paper usage, allow for secure print release and "follow-me" printing, and allow for total visibility into the print environment.

Staff recommends a contract award to Fisher's Technology, through a State of Montana NASPO cooperative contract, to provide management, support, and maintenance of all printers and copiers within our environment.  This contract term would be 5 years, with the option to renew for two additional 5 year terms, by mutual agreement through NASPO.  Fisher's will provide equipment, periodic and scheduled maintenance, all consumable supplies (other than paper) for all networked printers and copiers, as well as print management software (PaperCut).

The centralized copier fund has historically been operating, similar to the City's ERP plan, for a small number of the larger multifunction machines - where the fund purchases the machine and maintenance and is repaid on a per page basis to fund future replacements.  This expansion of the centralized copier fund under the managed print system, will alleviate the departmental responsibility for the budgeting and purchase/replacement of machines and print-related supplies.

City Council may:

• Approve the contract with Fisher's Technology for $335,630.71 to provide a comprehensive and consolidated print management program for the City; or,
• Disapprove a contract with Fisher's Technology to provide a comprehensive and consolidated print management program for the City and provide further guidance to staff.

The net projected savings for this project citywide is estimated to be $30,000 - $50,000/year.  However, in this first year we will experience higher startup costs that will need to be absorbed across the city.  The project was not budgeted for the entire City in FY25, however we believe the timing is right since so many departments are consolidating into the new city hall. 

The initial expense for the purchase of 68 new machines and software is based on the department location of the primary user(s) and will be funded as follows:
 

Department	Departmental Expense
911	$7,256.50
Admin	$1,531.38
Airport	$27,052.19
Animal Control	$510.46
Building	$1,020.92
CDBG	$510.46
Code Enforcement	$510.46
Court	$1,531.38
D&C	$5,759.94
Engineering	$12,837.24
Finance	$510.46
Fire	$33,410.56
Fleet	$510.46
HR	$510.46
IT	$1,020.92
Legal	$1,020.92
Library	$28,862.93
Planning	$510.46
Police	$6,125.52
PW Admin	$19,406.93
Solid Waste	$13,441.09
Streets	$9,970.76
Transit	$2,093.16
Wastewater	$18,420.46
Water	$16,097.10
Grand Total	$210,433.14

The total contract price is $335,630.  The amounts presented above of $210,433 represent the cost to departments this fiscal year, the remaining balance of $125,197.57 will be paid from the centralized copier fund.  Annual equipment maintenance and software agreements are estimated at approximately $50,653/year.