Exhibit 1 - Agenda Information SheetCity of Denton
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AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
CFO: Antonio Puente, Jr.
DATE: November 12, 2019
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with ImageNet Consulting, LLC, through the
Department of Information Resources (DIR) Cooperative Purchasing Network Contract# DIR-TSO-4159
for the lease of 90 digital copiers for various City of Denton departments; providing for the expenditure of
funds therefor; and providing an effective date (File 7134 – awarded to ImageNet Consulting, LLC, in the
five (5) year not-to-exceed amount of $1,182,585).
INFORMATION/BACKGROUND
Over the past several months, staff has been working to assess the City’s existing fleet of copy machines to
determine opportunities for replacing aging machines while also enhancing copying efficiencies. As part of
this review, staff has also spent time determining ways to reduce existing copy machine-related costs.
Currently, the City deploys sixty (60) multifunctional copy machines for use throughout the organization,
and for those sixty copy machines, we use the Canon Solutions America as the service provider. This current
management structure for our copy machines is inefficient and the assessment conducted by staff indicates
that historically, the City has added new copy machines whenever a request was made without developing
an overall system for how to best deploy and manage the equipment. During this process, staff has identified
174 non-fleet printers and saw an average of four (4) personal printers purchased monthly in the last 12
months for a total cost of $41,752 and toner purchases in the last 12 months of an estimated $137,268. An
analysis of two months of printing usage showed the City’s printing cost at an estimated $16,220.80 a
month. On average, personal print costs are up to twelve (12) times the cost of everyday color on fleet and
twice (2) the cost of black and white color on fleet.
With the Canon contract expiring, it was an opportunity to centralize printing services in Technology
Services. Over the next 6 to 12 months, the City will be phasing out personal printers moving forward.
There will be exceptions as some departments that might require it, but this will require department head
approval.
With this new contract, we will be leveraging newer technology that enables the use of automation to
enforce policies such as secure print to protect sensitive documents, defaulting to black & white color, using
pop-up reminders to reduce accidental print, and use of everyday color instead of true color (marketing
quality) for the majority of city operations. By leveraging this newer technology, this will improve security
on printers, reduce support burden of multiple devices and models, support recycling and reduce print
outages due to maintenance issues and toner supply.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Staff recommends ImageNet as the digital copier vendor. ImageNet’s modern approach and experience
with other municipalities and universities such as the City of Garland, City of Arlington, Town of Prosper,
UNT, Denton ISD McKinney ISD, and SMU have shown to be the best value for the City of Denton.
ImageNet is on the Texas Department of Information Resources (DIR) cooperative contract. The DIR
cooperative establishes competitively bid contracts that can be utilized by the State and other government
agencies through a cooperative agreement. Cooperative agreements save taxpayer dollars by leveraging the
State’s volume-buying power to drive down costs on hundreds of contracts through a streamlined
cooperative purchasing program.
Pricing obtained through the Department of Information Resources (DIR) Cooperative Purchasing Network
has been competitively bid and meets the statutory requirements of Texas Local Government Code 271.102.
Item Description Year 1 Year 2 Year 3 Year 4 Year 5
HP PW E776DNS/HP CLJ E574DN $95,616 $95,616 $95,616 $95,616 $95,616
Papercut $15,120 $15,120 $15,120 $15,120 $15,120
Printer Cloud $22,500 $22,500 $22,500 $22,500 $22,500
Security Manager $15,000 $15,000 $15,000 $15,000 $15,000
315k BW + Fleet Color $66,780 $66,780 $66,780 $66,780 $66,780
Contingency (10%) $21,501 $21,501 $21,501 $21,501 $21,501
Total: $236,517 $236,517 $236,517 $236,517 $236,517
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On April 7, 1992, Council approved the interlocal agreement with the Department of Information Resources
Purchasing Network (Resolution 92-019).
RECOMMENDATION
Award a contract with ImageNet Consulting, LLC, for the lease of 90 digital copiers for various City of
Denton departments, in a five (5) year not-to-exceed amount of $1,182,585.
PRINCIPAL PLACE OF BUSINESS
ImageNet Consulting, LLC
Oklahoma City, OK
ESTIMATED SCHEDULE OF PROJECT
This is a five (5) year contract.
FISCAL INFORMATION
These items will be funded from Technology Services Department job cost account 840117744. The
budgeted amount for this item is $1,182,585.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Proposal
Exhibit 3: LLC Members
Exhibit 4: Ordinance
Respectfully submitted:
Lori Hewell, 349-7100
Purchasing Manager
For information concerning this acquisition, contact: Melissa Kraft at 940-349-7823.
Legal point of contact: Mack Reinwand at 940-349-8333.