Report to City Council
ID: 26-0382 Page 1
TO: Mayor and City Council
FROM: Felicia London, Chief Financial Officer/City Treasurer AGENDA DATE: October 20, 2026
TITLE: EXPAND CITYWIDE COPIER LEASE AND
MAINTENANCE SERVICES (REPORT OF: FINANCIAL
AND MANAGEMENT SERVICES) (NOT APPLICABLE)
TITLE SUMMARY: Expand Citywide Copier Lease and Maintenance Services DISTRICT: Not Applicable
Recommendation(s)
That the City Council:
1. Approve annual expenditure authority in an amount not to exceed $150,000 per fiscal year for the City's expanded citywide copier and printer fleet, including equipment leases, maintenance, and price-per-print services with VEIT, LLC, formerly known as Visual Edge IT, and GreatAmerica Financial Services Corporation; and
2. Acknowledge the assignment of the equipment lease portion of the VEIT, LLC agreement to GreatAmerica Financial Services Corporation and authorize lease payments via purchase order to GreatAmerica Financial Services Corporation within the approved annual not-to-exceed amount; and
3. Authorize the City Manager or designee to execute subsequent amendments to the Agreements with VEIT, LLC, and GreatAmerica Financial Services Corporation including the authority to approve associated purchase orders in accordance with the Agreement's terms, subject to City Attorney approval and within the budgetary amounts previously approved by Council as part of the adopted and/or amended budget process.
SUMMARY
ID: 26-0382 Page 2
This report recommends City Council approval of the expanded citywide copier and printer services, including the City’s agreement with VEIT, LLC for multifunction copiers.
Due to new facilities and increased equipment and printing needs, approval is requested to increase the annual not-to-exceed amount to $150,000 for equipment leases, maintenance, and usage-based printing services.
DISCUSSION
The City initially entered into a five-year agreement with VEIT, LLC, formerly known as Visual Edge IT, for its citywide copier lease and maintenance services. Pursuant to the City’s Municipal Code 3.12.260, the City leveraged the Sourcewell cooperative agreement, a competitively bid contract available to public agencies nationwide. VEIT, LLC, an authorized reseller under Sourcewell’s program, submitted a proposal that met the City’s technical requirements and provided significant savings compared with continuing with the previous vendor or conducting a standalone solicitation.
The agreement with VEIT, LLC, included equipment leasing and a per-copy pricing structure for maintenance, toner, and related services, aligning costs with actual usage rather than relying solely on fixed flat rates. This model supports the City’s ongoing sustainability initiatives, which encourage staff to use digital workflows and reduce reliance on paper copies. As staff continue to transition to electronic document management, the City will benefit from reduced copy volumes and corresponding savings.
The equipment lease portion of the agreement was subsequently assigned to GreatAmerica Financial Services Corporation. Under this arrangement, lease payments are made to GreatAmerica Financial Services Corporation, while VEIT, LLC, continues to provide maintenance, toner, and price-per-print services for the copier fleet.
Since the original agreement was established, the City’s copier and printer needs have expanded. The addition of new City facilities and changes in departmental operations have required additional equipment and increased service capacity.
The expanded equipment and service requirements have increased the City’s anticipated annual expenditures for copier and printer leases, maintenance, and usage-based services. Although the original agreement was within the City Manager’s approval authority, the combined annual expenditures for the expanded fleet are now expected to exceed $75,000 per fiscal year.
Approval of the recommended action will authorize continued services and establish a combined not-to-exceed amount of $150,000 per fiscal year for the City’s multifunction copier fleet. This authorization will allow the City to maintain reliable printing and copying services while accommodating current facility and operational needs.
ALTERNATIVES
ID: 26-0382 Page 3
1. Approve and authorize the recommended actions for the expanded citywide copier lease and maintenance service program, including the agreement with VEIT, LLC, and acknowledgment of the assignment of the VEIT, LLC equipment lease to GreatAmerica Financial Services Corporation. Staff recommends this alternative.
2. Do not approve and authorize the recommended actions as presented in this staff report. This alternative may limit the City’s ability to meet the expanded copier requirements of the new facilities and affected departments. Staff does not recommend this alternative.
FISCAL IMPACT
The recommended actions will have no additional fiscal impact. Funding for copier leases, maintenance, and printing services are included in the budgets of multiple City departments under Facilities Maintenance (Fund 7310).
NOTIFICATION
Publication of the agenda.
PREPARATION OF STAFF REPORT
Prepared By: Department Head Approval:
Stephanie Suss Felicia London
Senior Management Analyst Chief Financial Officer/City Treasurer Concurred By: Concurred By:
Diana Vargas Anna Chacon
Purchasing & Sustainability Division Manager Deputy Finance Director (Administration)
CITY COUNCIL GOALS
None.
CITY COUNCIL STRATEGIC PRIORITIES
1. Economic Development
2. Public Safety
3. Library
4. Infrastructure
5. Beautification, Community Engagement, and Quality of Life
6. Youth Programs
ID: 26-0382 Page 4
Report Approval Details
Document Title: STAFFREPORT_FMS_PS_CITYWIDE COPIER
SERVICES.docx
Attachments: - Agreement with Visual Edge IT .pdf
- 1st Amendment to Agreement with VEIT.pdf
- Assignment Letter with VEIT.pdf
Final Approval Date: Oct 15, 2026
This report and all of its attachments were approved and signed as outlined below:
No Signature found
Diana Vargas
Anna Chacon
Felicia London, MPA
Launa Jimenez
Brian Mohan
Patty Rodriguez