HomeMy WebLinkAboutResolutions - 2021.09.29 - 34876frOAKLAND-fF
COUNTY MICHIGAN
BOARD OF COMMISSIONERS
September 29, 2021
MISCELLANEOUS RESOLUTION #21-362
Sponsored By: Gwen Markham
IN RE: Multi -Function Devices (MFDs) Procurement
Chairperson and Members of the Board:
WHEREAS Information Technology provides a county -wide print management solution which includes copy,
print, scan and fax functionality; and
WHEREAS the current infrastructure, including the multi -function device (MFD) equipment, was purchased
eight (8) years ago; and
WHEREAS one mullion five hundred thousand ($1,500,000) dollars has been included in the FY 2022 - FY
2024 Information Technology Capital Plan and funding is available in the General Fund Assigned Balance (GL
Account 4383448) for MFD replacements; and
W H EREAS three hundred eighty-one (381) MFDs need to be procured to replace the aged MFD equipment;
and
WHEREAS the total cost for the project is $1,490,926 and funding is available in the General Fund Assigned
Fund Balance (GL Account #383448).
NOW THEREFORE BE IT RESOLVED that the Board of Commissioners authorizes the appropriation of
$1,501,981 from the General Fund Assigned Fund Balance (GL Account #383448) for Technology
Replacements.
BE IT FURTHER RESOLVED that the budget amendment is as follows:
GENERAL FUND #10I00 FY 2022
Revenue
9010101-196030-665882 Planned Use of Balance $1,490,926
Exnenditures
9010101-196030-78 8001-42095 Transfer Out — MFD Fund $1,490,926
Total Expenditures $1,490,926
MULTI FUNCTION DEVICE REPLACEMENT FUND 042095)
Proi Business Unit MAJOR, Project #100000003486 Activitv GLB
Revenue
9016001-152130-695500-101 00Transfer In — General Fund $1,490,926
Total Revenue $1,490,926
Expenditures
16001-152130-750170 Expendable Equipment $1,305,647
�016001-152130-773630 IT Development 56,760
�9016001-152130-731458 Professional Services 46,127
9016001-152130-731780 Software Maintenance
Tocal Expenditures
82,392----"---
$1,490,926
Chairperson, the following Commissioners are sponsoring the foregoing Resolution: Gwen Markham.
aWJYtiI�WirjaiL Date. October 05, 2021
Hilarie Chambers, Deputy County Executive II
1
Date: October 07, 2021
Lisa Brown, County Clerk / Register of Deeds
COMMITTEE TRACKING
2021-09-15 Finance - Recommend to Board
2021-09-29 Full Board
VOTE TRACKING
Motioned by Commissioner Yolanda Smith Charles seconded by Commissioner Penny Luebs to adopt the
attached Purchase - 1T Related: Multi -Function Devices (MFDs) Procurement.
Yes: David Woodward, Michael Gingell, Michael Spisz, Karen Joliat, Kristen Nelson, Eileen Kowall,
Christine Long, Philip Weipert, Gwen Markham, Angela Powell, Thomas Kuhn, Charles Moss, Marcia
Gershenson, William Miller 111, Yolanda Smith Charles, Charles Cavell, Penny Luebs, Janet Jackson, Gary
McGillivray, Robert Hoftinan (20)
No: None (0)
Abstain: None (0)
Absent: (0)
The Motion Passed.
ATTACHMENTS
FIN IT Multi -Function Device Budget Amendment Memo
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
1, Lisa Brown, Clerk of the County of Oakland, do hereby certify that the foregoing resolution is a true and
accurate copy of a resolution adopted by the Oakland County Board of Commissioners on September 29, 2021,
with the original record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the Circuit Court at Pontiac,
Michigan on Wednesday, September 29, 2021.
Lisa Brown, Oakland County Clerk /Register of Deeds
a
COUNTY MICHIGAN
INFORMATION TECHNOLOGY
OAKLANDCOUNTY EXECUTIVE DAVID COULTER
TO: OAKLAND COUNTY BOARD OF COMMISSIONERS
FROM: MIKE TIMM, DIRECTOR OF INFORMATION TECHNOLOGY
SUBJECT: MANAGED PRINT INFRASTRUCTURE UPGRADE
DATE: 7/28/2021
Michael R. Timm, Director
December 2017, Information Technology issued a managed print services RFP. Responses to the
RFP included pricing for all aspects of the managed print services solution, including: hardware and
software maintenance, support and acquisition costs. Information Technology selected Applied
Imaging as the vendor to provide managed print services and a five-year contract was established
July 1, 2018.
The managed print services infrastructure provides copy, print, scan and fax functionality throughout
the county. Information Technology needs to replace the current aged county -wide managed print
infrastructure which includes 381 multi -function devices (MFDs) and end -of -life software.
To address the aged infrastructure issue, Information Technology requested updated pricing from
Applied Imaging taking into consideration the numerous updated MFD models offered by the MFD
manufacturer and the County's larger MFD fleet size since the inception of the contract. Applied
Imaging's latest quote provides additional discounts on the MFDs from the original proposal and
there is also a proposed reduction on the cost per page rate (AKA click rate). The current rate for
monochrome and color respectively is $.012 and $.06; the proposed rate is $.007 and $.05.
The cost of this project is $1,501,981, which includes 381 MFDs, 381 card readers, 2,500 Radio -
frequency identification (RFID) tags, MFD software licenses, managed print software maintenance,
and all labor.
To utilize the card readers, RFID technology is required on Oakland County badges for
authentication. The quantity of RFID tags is based on the following criteria: the reduction of on -
premise employees due to the pandemic and the new Oakland County badges. The new badges
incorporate RFID technology and have been distributed to approximately 1,200 employees.
BUILDING 49W 11200 N TELEGRAPH RD DEPT421 I PONTIAC, MI48341-0421 1 Fax (248) 858-5130
Phone (248) 858-0810 I www.oakgov.com