FROM:
Innovation & Technology
SUBJECT:
Title
Authorize the Renewal of Managed Print Services Agreement with HP Inc. for Citywide Printing, Maintenance, and Repair Services
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RECOMMENDATION:
Recommendation
1. Approve and authorize the City Manager to execute a contract of the City’s Managed Print Services Agreement with HP Inc., under the NASPO ValuePoint Master Agreement and California Participating Addendum, to maintain the established fixed-rate structure.
2. Authorize the City Manager to execute any future amendments to the Managed Print Services Agreement, as needed, during the renewal period.
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COUNCIL GOALS:
• Operate in a businesslike manner by improving services through the effective use of technology.
• Operate in a businesslike manner by correcting problems immediately.
DISCUSSION:
In November 2020, the City of Fontana entered into a Managed Print Services Agreement with HP Inc. under the NASPO ValuePoint cooperative purchasing program. This agreement standardized print services across all City departments and provided comprehensive coverage for multifunction copiers and printers, including toner, supplies, maintenance, and support.
With the initial term completed, the City is renewing the agreement to maintain the established fixed-rate structure. Under the Maintenance Services and Support (MSS) program, services include toner and ink cartridges, maintenance kits, parts, preventative maintenance, and repairs to HP devices, remote monitoring software, and dedicated account management. Devices covered under the Essential Support (ES) program receive toner only, with repairs billed separately on a time-and-materials basis.
This renewal is piggybacking on the NASPO ValuePoint Master Agreement for Copiers and Managed Print Services (No. 187822) and the California Participating Addendum (No. 7-24-70-46-02). These cooperative purchasing agreements were competitively bid nationally and provide pre-negotiated pricing, contract terms, and favorable service levels to participating agencies, eliminating the need for a separate City solicitation.
The NASPO agreement specifically requires that maintenance agreements include all parts, labor, preventative maintenance, and service calls for covered devices, and HP must guarantee availability of repair parts for at least five years after acceptance of any device. Service levels for Fontana locations include priority four-hour onsite response times, ensuring that critical City operations remain supported without extended downtime.
Renewing this agreement ensures continuity of reliable, citywide print services - covering supplies, repairs, preventative maintenance, and full service coverage - at predictable, competitively sourced rates that support the operational needs of all departments.
FISCAL IMPACT:
Funds for these contracted services are available in the Innovation and Technology Department FY25-26 Adopted operating budget 10226303.
MOTION:
Approve staff recommendation