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The Utility and Infrastructure Board during its Tuesday afternoon meeting approved a resolution to accept a proposal from Access Systems which will allow for the purchase of Multifunction Printer/Managed Print Solution Refresh 2017-2018.

The estimated cost of the MFP/MPS project is $105,615.25. The estimated total cost for the printer equipment is $83,669.70, based on a renegotiated best and final offer pricing, staff report information written by Nicholas Brand, director of informational systems says. Estimated total cost for the Papercut software purchase is $21,945.55.

The project itself is intended to acquire the necessary printer equipment, services and software necessary to update and manage the City of Fremont and the Department of Utilities printing infrastructure.

“Historically we have let the departments get their own printers, and part of this consolidation between utilities and the city is doing exactly this; putting somebody in charge and to have them go out and look at our printing needs and then consolidate,” City Administrator Brian Newton said. “It’s a consolidated project between the City and DU, which will give us a better product for a cheaper price.”

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The purchase agreement with Access Systems will ultimately reduce the total amount of printers used by the DU and City from 86 printers to 53 printers, Brand said during the meeting. Six bids were proposed to the city, but only two of the bids – Access Systems and Konica Minolta Business Solutions – met the specified parameters needed. Konica Minolta Business Solutions’ bid came in at $129,330.

Once the system is installed, printing fees, currently sitting at approximately $4,800 monthly, could be reduced to $1,300 with the new system, Brand said.

With the new system, estimated yearly servicing expenses sit at $13,809.16 per year for five years based on current printer usage, Brand said.

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