Information Technology
www.santa-ana.gov/IT
Item # 16
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
August 4, 2026
TOPIC: Managed Print Services
AGENDA TITLE
Agreement with C3 Office Solutions LLC dba C3 Tech for Managed Print Services (Specification No. 27-001) (General and Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with C3 Office Solutions LLC dba C3 Tech to provide Managed Print Services in an amount of $750,000 for a term beginning August 4, 2026 and expiring May 1, 2029 (Agreement No. A-2026-XXX).
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The City of Santa Ana utilizes multifunction printers (MFPs), more commonly referred to as “copiers,” throughout the organization to facilitate daily operations. These MFPs have the ability to copy, print, and fax. To meet the City’s printing needs, the City currently owns 101 Sharp MFPs and 235 HP Printers spread throughout all City facilities.
On February 21, 2023, the City approved an agreement with Santa Ana-based C3 Office Solutions, LLC., dba C3 Tech (C3), formerly C3 Technology Services, for the purchase of Sharp MFPs and for managed print services for 5-year period, including optional extensions. This agreement piggybacked on the NASPO ValuePoint cooperative purchasing agreement.
In April of 2023, the County of Orange established a Regional Cooperative Agreement (RCA) with C3 for Digital Multifunctional Copiers, Printers, Software, Related Accessories and Services (see Exhibits 2 and 3). The volume pricing with the County’s RCA provides significant cost savings on new copier purchases compared to that of the City’s existing agreement, as well as cost savings on some of the managed services rates. By switching to the County of Orange agreement, staff estimates that the City can save approximately $100,000 a year in a combination of services and copier
Managed Print Services
August 4, 2026
5 9
3 0
replacement costs. Over the course of the agreement, savings of approximately $300,000 can be realized.
Staff recommends replacing our existing agreement with a new agreement with C3 that piggybacks on the County’s RCA. The price schedule includes the new pricing from the RCA that is more advantageous to the City, but also retains any rates from the City’s existing agreement that are more advantageous to the City.
Santa Ana Municipal Code, Section 2-807(d), authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. The County of Orange Agreement No. RCA-017-23010022 with C3 Office Solutions dba C3 Tech (Exhibit 2), for digital multifunctional copiers, printers, software, related accessories, and services was awarded as a result of open, competitive bidding, and meets the City’s requirement.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funding is available in the current FY 2026-27 budget. Funding for subsequent fiscal years will be included in proposed budgets for City Council consideration. The following table is an estimate of the account distribution by fiscal year; however, the actual amounts for each fiscal year may vary based on the timing of required equipment replacement.
Fiscal Year Accounting Unit
- Account No.
Fund
Description
Accounting Unit –
Account No.
Description
Amount
2026-27 10920148-
62300
Information
Technology
Technology and
Support Services,
Contract Professional
Services
$250,000
2027-28 10920148-
62300
Information
Technology
Technology and
Support Services,
Contract Professional
Services
$250,000
2028-29 10920148-
62300
Information
Technology
Technology and
Support Services,
Contract Professional
Services
$250,000
Grand Total $750,000
Managed Print Services
August 4, 2026
5 9
3 0
EXHIBIT(S)
1. Agreement with C3 Office Solutions, LLC for Managed Print Services
2. County of Orange Regional Cooperative Agreement (RCA) RCA-017-23010022
3. County of Orange Amendment No. One with C3
Submitted By: Jack Ciulla, Chief Technology Innovations Officer Approved By: Alvaro Nuñez, City Manager