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CABARRUS COUNTY <br />*` <br />BOARD OF <br />REGULAR MEETING <br />SEPTEMBER 16, 2013 <br />6:30 P.M. <br />AGENDA CATEGORY: <br />Consent Agenda <br />SUBJECT: <br />ITS - Multi- functional Print Services Contract <br />BRIEF SUMMARY: <br />Cabarrus County's current multi - functional printer (MFP) five -year services <br />contract expires November 2013. Interested MFP vendors were given <br />information on current usage and were also given tours of County facilities <br />with the opportunity to see staff interaction with and location of MFP <br />devices. <br />Vendors were requested to use this data in making recommendations on <br />the appropriate size of the County's MFP fleet. Additionally, vendors were <br />welcomed to demonstrate their devices to staff at a Vendor Day hosted by <br />ITS. Cabarrus County staff were invited to the device demonstrations, to <br />ask questions and interact with the devices. Staff were requested to <br />complete a survey on the ease of operation and quality of the devices. <br />Approximately 90 County employees attended and 48 surveys were <br />completed. <br />It is recommended that Cabarrus County enter into a MFP five -year <br />service agreement with Sharp Business Systems based on their <br />demonstrated ability to implement requirements and estimated savings of <br />$208,000 over the life of the contract based on FY13 volumes. These <br />savings align with goals established in the Manage Print Services strategy <br />in 2005, focusing on controlling the cost of printing, ensuring devices are <br />deployed effectively and enhancing business processes through <br />document work flow and document management solutions. <br />The selected vendor will work with Cabarrus County ITS to order a new, <br />appropriately -sized fleet in October, with the new devices being deployed <br />F -7 Page 219 <br />