Agenda Item
b. Purchase of Managed Print Services (not to exceed $1,723,237)
Summary: Presented by: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology
Request: It is requested that the Board of Education award the purchase of Managed Print Services to Lexmark International in an amount not to exceed $1,723,237.
Why: The purpose of this Managed Print Services agreement is to provide a highly qualified, experienced, capable, and responsible provider to provide copier service and to implement a district wide Managed Print Services (MPS) solution.
Details: In April 2016, the Board of Education approved the bid award to provide 484 copier and print devices for all staff and students across the district. Due to the addition of new schools and the addition of 271 copier / print devices, DCSD negotiated with Lexmark for a Managed Print Services arrangement under The Omnia Partners Managed Print Solutions Contract. This will ensure that the additional print devices are covered with the same high-quality level of service that DCSD has been accustomed to.
This purchase includes:
Monthly analytical usage data (proactively reduce paper consumption)
Defined SLAs
Automated shipping of toner
Proactive Device Notification
Dedicated Break/Fix Personnel
Print Release
Standardizing equipment
Currently, there are 755 managed Lexmark devices throughout the DeKalb County School District.
Financial impact: $1,723,237.00 One Year 2023-2024 Quote
General Budget
Charge Code: 100.1000.53000.00011.7600.9990.0308.070.0000
Contact: Ms. Monika Davis, Chief Information Officer, Division of Information and Instructional Technology, 678.676.1274
Effective: June 2023
Status: Approved by General Counsel
DEKALB COUNTY SCHOOL DISTRICT
VENDOR / CONTRACTOR PERFORMANCE EVALUATION
Instructions: This form must be completed for all contract renewals, Be factual and do not include unsubstantiated opinions.
Contractor Name: Contract Title and Number: Lexmark Omnia Partners Managed Print Solutions Contract R171403
Contract Term: Contract Period: From: 7/2023 To: 7/2024
Contract Value: $1,723,237.00 Department:
Information and Instructional Technology
DEFINITIONS OF PERFORMANCE RATINGS
SATISFACTORY UNSATISFACTORY N/A INSUFFICIENT
INFORMATION TO
Meets contractual requirements. Does not meet RATE
The actions taken by the contractor contractual requirements,
appear or were satisfactory. and recovery is not likely
in a timely manner. The
. contractor’s corrective
actions appear or were
ineffective.
PERFORMANCE RATING COMMENTS (Attach additional sheets if necessary)
Lexmark has been an Excellent Partner to DCSD and
has always provided excellent service
Satisfactory
Work performed in compliance with contract Unsatisfactory
terms N/A
Insufficient info. to rate
Lexmark provides all documentation requested and
provides DCSD with Monthly reports and Quarterly
Satisfactory Business Reviews (QBRs)
Materials, supplies and equipment provided as Unsatisfactory
required? N/A
Insufficient info. to rate
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Lexmark always has sufficient staff to address projects
and DCSD needs
Satisfactory
Staff availability Unsatisfactory
N/A
Insufficient info. to rate
Expert work and problem resolution
Satisfactory
Timeliness of work Unsatisfactory
N/A
Insufficient info. to rate
Staff is always professional on-site as well as in meetings
(in person or virtual)
Satisfactory
Staff professionalism Unsatisfactory
N/A
Insufficient info. to rate
Excellent
Satisfactory
Unsatisfactory
Customer service N/A
Insufficient info. to rate
Very good Approximately 95+% 1st call resolution.
Satisfactory
Quality of work Minimizes down time and improves customer
Unsatisfactory
satisfaction.
N/A
Insufficient info. to rate
Lexmark keeps DCSD DIIT informed through monthly
meetings and QBRs
Satisfactory
Communication and Accessibility Unsatisfactory
N/A
Insufficient info. to rate
Excellent
Satisfactory
Unsatisfactory
Prompt and effective correction of situations
and conditions N/A
Insufficient info. to rate
Excellent
Documentation records, receipts, invoices and
computer-generated reports received in a Satisfactory
timely manner and in compliance with Unsatisfactory
contract specifications N/A
Insufficient info. to rate
Without a doubt
x Yes No
Would you recommend using this firm again?
(Explain)
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OVERALL ASSESSMENT Unsatisfactory Satisfactory
Comments:
Name of Evaluator: Joseph Swing
(Print) (Signature)
Title: ________Manager III Information and Instructional Technology____________________ Date: 05/17/2023
FISCAL INFORMATION:
Original Contract Value $ __$1,723,237.00_________________
Dollar amount of increase (decrease) $ _____________N/A____________
Percent of increase (decrease)__N/A______ %
Reason for increase (decrease) ________________________N/A__________________________________________________
Project Scope (FY 2022 – 2023) Timeline
Managed Print Services 2023-2024
CIO Review
Monika Davis 5/17/2023
Signature Date
CIO
Title
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