Agenda

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City Council Regular Meeting

Meeting Date:

11/01/2022

BACKGROUND

The City of Schertz currently utilizes UBEO as a provider for multi-function printers throughout the City. While the current agreement does not expire until May 2024, IT has identified the need for encrypted scan to email capabilities throughout the City for enhanced Cyber-Security. The machines currently in place have the capability to have an encryption module added but at significant cost to the City. UBEO is proposing a buy-out of the existing contract lease term. With this buy-out, the existing machines will be upgraded to the 2022 Model machine that has integrated encryption.

UBEO is currently a Sourcewell Purchasing Cooperative Contract Holder and the new lease agreement will be based on the terms and conditions of that Group Purchasing Cooperative Contract. Authority for such participation is granted under Texas Government Code§§ 791.001 et seq as amended. Cooperative Purchasing Services under this interlocal agreement (ILA) are extended to all Texas State, City or County Government Agencies, or any other Local Government Entity as defined in the Texas Government Code§ 791.003. I

The City currently spends approximately $120,000.00 annually on lease payments for the machines with UBEO which includes the monthly lease payment, monthly usage of around 65,000 b/w prints, and 40,000 color prints. The proposed new lease agreement will drop to approximately $115,000.00 with the same usage.

The term of this agreement will be sixty-three (63) months. This agreement includes annual maintenance, necessary repairs, and all toner/ink required for the machine to function.

GOAL

To upgrade multi-function copiers and printers throughout the City that will allow encrypted scans from the copier to email enhancing cybersecurity protocols throughout the City.

COMMUNITY BENEFIT

Ensuring confidential and protected information remains secure will ensure Staff can adhere to cybersecurity protocols.

SUMMARY OF RECOMMENDED ACTION

Staff recommends approval of resolution 22-R-127

FISCAL IMPACT

The funds for this contract were approved as part of the 22-23 budget.

RECOMMENDATION

Staff recommends approval of resolution 22-R-127

Attachments
resolution 22-r-127
Agreement