Village of Northbrook Proposal Paula Cheskie – Education Solutions Specialist Natalie Garvey - MPS Manager

Village of Northbrook Initiatives -Create long term strategy to consolidate partners and devices -Control cost of printing -Uncover savings to maximize budget potential -Simplify toner ordering process -Eliminate need for multiple PO’s -Streamline billing by creating single partner relationship for both supplies and support -Eliminate the possibility of expired toner or unused toner -Implement automatic toner replenishment -Utilize networked printers to help manage and control monthly volume -Achieve a proactive approach for cleanings and preventative maintenance resulting in extended product life -Flexible program that allows for additions, deletions, and can be amended to accommodate changes -Discuss strategy for Smart panel in lower level

Current Printer Situation: Village of Northbrook Current Printer Fleet Summary – based on 360 report data from 5/12/2014 to networked LaserJet printers 21,051 mono images monthly 1,643 color images monthly 7 local HP non-networked devices 8 Brother local fax machines and printers Printer Annual Purchases $13, printer toner only $3, repairs and parts on printers only Monthly cost to order, accept delivery, process paperwork, invoices, payments $________ Monthly time invested by IT ( help desk, toner orders, service visits) $________ Total: $16, Average Monthly Operating Cost: $1,379.00

Current MFD Situation: Village of NorthBrook Current Fleet Summary – based on 360 report data from 5/12/2014 to Xerox devices with COTG 2 Xerox Color Qube devices with Genesis 4 Canon devices 2 Lanier devices with COTG 1 Lanier device with Warehouse Direct 1 Savin device with ISBS 1 Toshiba device with COTG MFD Annual Purchases 10 Xerox devices COTG 2 Lanier COTG 1 Toshiba COTG Total all 13 machine with COTG $29,830 2 Xerox Color Qube Genesis $4,630 4 Canon $2,210 1 Savin ISBS $1,440 1 Lanier Warehouse Direct $750 Total : $38, Average Monthly : $3,239.00

Recommended Printer Solution: COTG will assume responsibility for supplies and service on all existing LaserJet printers at the Village. This option also includes new HP MFP devices to replace existing Canon copiers. Monthly Allotment: 6 HP local devices toner and service Flat fee $ Brother and 1 Panasonic local fax toner only Flat fee $ ,000 B/W pagesOverages at.016 2,000 Color pagesOverages at.160 (3) New HP LaserJet Pro 400 M425dn MFP (2) New Xerox 6655x Monthly Investment Printers only $ Monthly Savings$ All inclusive service/maintenance: Toner, developer, drums, fusers, parts, labor and preventative maintenance annual cleanings. Service calls, parts & labor Jet Direct cards Quarterly meter and service reports

Recommended Copier Solution Continue current Xerox devices with COTG with combined electronic invoicing Move service on (2) Xerox ColorQube from Genesis to COTG (inspection of devices by COTG) Move service on 1 Lanier device from Warehouse Direct to COTG (inspection of device by COTG) Eliminate Canon copiers at the Fire Departments; replace with HP M425dw MFP serviced by COTG Continue with Savin copier for now with future evaluation Continue Lanier and Toshiba for now with future evaluation and replacement Current Annual spend $38,860 Proposed Annual spend $36, – Cost savings of $ annually $ COTG $1440 ISBS (Savin wide format)

Combined Printer and Copier Recommendation Printer (MPS program) $1043 monthly Copier with COTG $ monthly – Total spend with COTG $ monthly

Executive Summary: COTG has over 15 years of experience in print management, and currently services over 62,000 desktop devices in Illinois. Our MPS program is based on a cost per image program, which is inclusive of all consumables, parts, service, and labor for HP printers. (This includes all fusers, rollers, jet direct cards, preventative maintenance, and annual or semi-annual cleanings based on your preference.) Brother printers may be included in coverage for toner only. This program compliments Village of Northbrook’s printing initiatives. While we understand the ultimate goal is to eliminate as many desktop printers as possible, we also understand the need for some desktop assets to remain intact. COTG’s MPS program is a measurable, and flexible approach to managing those remaining LaserJet printers. Therefore, as desktop assets are removed, those print jobs will be driven to larger MFDs, and Northbrook’s MPS plan with COTG will be scaled down congruently. COTG has gathered the following data from 5/12/ /12/2015 for the Village of Northbrook. LaserJet desktop fleet statistics are as follows: – 37 HP and Brother LaserJet printers were used during this timeframe – Average monthly usage calculated: 21,051 mono pages 1,643 color pages – Based on this information, COTG is recommending MPS coverage to be set at 25,000 mono and 2,000 color pages monthly with the addition of 3 HP MPF devices to replace existing Canon low use copiers Any unused prints will be credited back to the Village of Northbrook the end of the year COTG will provide the Village with quarterly reports of usage, as well as a status update on annual allowance used. This will result in clear measurement and monitoring of desktop assets’ usage. Outsourced management of Northbrook’s print fleet will free valuable up IT and Help Desk personnel time. We appreciate your time and consideration! Thank you!