2021-304-IT-BMP Print Solutions-Laser Printer Management

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500 Edwardia Drive, Greensboro, NC 27409 (336) 272-8355 Fax (336) 272-8365 Toll Free 866-321-9267 Orange County MPS Contract Summary and Renewal Recommendation Current State Orange County’s current printer MPS agreement with BMP manages most of the laser printer fleet which includes compatible toner, parts and labor on a cost per print basis. Depending upon the device, per print costs are charged at $.01, $.02, $.08 and $.12 cents each. Off contract print devices has continued to grow over the years. There are about 35 network printers and an unknown number of locally connected printers not being managed by the MPS agreement where supplies are purchased separately. Some supplies are purchased from BMP, while some are purchased elsewhere. Covid19 has increased the need for remote workers which in turn has increased the need for printing and scanning remotely and the management of those devices. Proposed State To address these concerns, BMP is proposing a modification to this program to include all Laser Printer Devices, move to HP Brand supplies, flatten the cost per print rate while reducing the overall cost to Orange County. To continue to manage newly added printers, BMP recommends Orange County work with BMP on an ongoing basis for all new add requests. BMP would then analyze usage requirements and recommend devices that would fit the need and within the pricing structure established. Managing remote workers, whether it be local or in another county or state presents different challenges. Collecting print counts cannot be done automatically, but can be accomplished by monthly automated meter requests directly to the end user. Providing repair services in someone’s home in the current environment can also be challenging. We recommend as much tech support be provided by phone, video conference call or other remote means. If remote support does not resolve the issue, a replacement device could be delivered or shipped to the end user. The end user would then re-box the non-working devices and return/ship it back to BMP. Cost Summary The current cost of the MPS Program with BMP averages $3083.38 per month over the past 12 months. This number includes all the devices BMP currently supports as well as any chargeable supplies for devices not under our contract. The supply costs elsewhere are unknown, however any outside costs would provide for additional savings for Orange County. The following table shows the current costs and the current contract print volume with the print volume of all the networked non-contract devices collected with our data collection agent Attachment ADocuSign Envelope ID: 94BCC383-58DD-4222-B9F9-1DA6509DC9B9