Summary of Pros and Cons: Service Agreement with C3 Tech for Citywide Copier Lease and Maintenance
Pros Cons / Risks
Cost Savings: Reduces monthly cost from
$7,841.80 to $6,456.59, producing savings of
approximately $1,385 per month.
Long Term Commitment: A 54-month
agreement limits flexibility if technology
needs or printing demand change significantly.
Operational Efficiency: Consolidates
multiple leases and vendors into a single
agreement, reducing administrative oversight
and procurement complexity.
Vendor Dependence: Reliance on a single
vendor for all copier services.
Modernized Equipment: Replaces aging
machines and eliminates four obsolete City
owned copiers nearing end of life.
Reduced Device Count: Fleet reduction from
15 to 14 devices could create localized
demand pressure in high use departments if
usage patterns shift.
Improved Service Support: Single vendor
structure simplifies maintenance, service
requests, and accountability.
Technology Obsolescence Risk: Equipment
may feel outdated before the end of the 54
month term.
No Capital Replacement Needed: Lease
structure avoids near-term capital
expenditures for replacement equipment.
Lease Based Model: The City continues to
pay for equipment without building ownership
value in the assets.
Cooperative Purchasing Advantage:
Participation in the County of Orange
cooperative contract provides pricing
leverage from larger procurement volume.
Transition Risk: Equipment replacement and
vendor transition could cause short term
operational disruption if not carefully
managed.
Transition Cost Covered: C3 Tech will
assume remaining lease obligations with the
existing vendor and handle equipment return
logistics.
Potential Future Needs: The City may
require additional devices or services beyond
what is currently anticipated, requiring use of
the contingency allowance.
Predictable Budgeting: Fixed monthly
payment allows departments to plan
operating budgets with certainty.
Validated Service Quality: The vendor has
already provided services to the Marine
Safety Department with satisfactory
performance.
Attachment 1
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