ADMINISTRATIVE REPORT
MEETING DATE: November 19, 2025 AGENDA CATEGORY: Consent - Resolutions TO: Honorable Mayor and City Council
FROM: Gregory Pronovost, Technology Services Director
DATE: November 7, 2025
SUBJECT: Resolution to dispense with bidding and Agreement (not to exceed $500,000) with HP, Inc. for Managed Print Services.
1. Resolution to dispense with bidding for purchase of HP, Inc., Managed Print Services; and
2. Agreement with HP, Inc. (not to exceed $500,000.00) for managed print services
RECOMMENDATION:
Staff recommends approval of the resolution and agreement
BACKGROUND:
Presently, the Technology Services Department provides continuous maintenance and support for HP printers for all departments within the organization. When these printers are due for replacement or experience a severe malfunction, equipment procurement can be difficult, leading to extended downtime for staff. Implementing HP Inc. Managed Print Services will streamline the replacement of outdated printers with similar models, as well as handle repairs, maintenance, and servicing of printers across city departments. Moreover, this initiative guarantees prompt maintenance and support from HP -certified technicians to address printer-related issues efficiently.
The purchase of annual managed services and support service fees cannot be reasonably obtained through usual bidding procedures and must be obtained directly from the vendor, HP Inc. Therefore, the resolution seeks to authorize the Finance Director to dispense with bidding for these services over a five (5) year term, and enter into an agreement with HP Inc. for these services, not to exceed $500,000.00.
FISCAL IMPACT:
Funds for this purchase are allocated within the Fiscal Year 2025 -26 budgeted through the Equipment Fund.
COUNCIL GOAL:
Innovative and Efficient City Government
ATTACHMENTS:
1. Resolution.pdf
2. Agreement.pdf