Agenda packet — Finance & Governance Committee, June 10, 2025

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Agenda Item Time Estimates include: (Minutes for Presentation + Council Discussion + Public Comment)

AGENDA

OXNARD CITY COUNCIL

FINANCE AND GOVERNANCE COMMITTEE
Council Chambers, 305 West Third Street
June 10, 2025
Regular Meeting - 5:00 PM to 6:30 PM

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A. ROLL CALL, POSTING OF AGENDA, FLAG SALUTE
Consideration of Teleconference Participation pursuant to Assembly Bill 2449.

B. PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA

A person may address the legislative body only on matters not appearing on the agenda and within the subject matter jurisdiction of the legislative body, and on non-action items such as ceremonial items, report of city manager / executive director / secretary, and city council/ housing authority / successor agency / financing authority business / committee reports. Speaker requests shall be submitted as set forth on the first page of this agenda. Speakers are limited to three minutes. After 30 minutes, if all speakers have not had the opportunity to speak, the remaining speakers will be given an opportunity to speak prior to adjournment of the meeting. The legislative body cannot enter into a detailed discussion or take action on any items presented during public comments at this time. Such items may only be referred to the City Manager / Executive Director / Secretary for administrative action or scheduled on a subsequent agenda for discussion. Persons wishing to speak on public hearing items should do so at the time of the hearing.

C. CONSENT AGENDA

1. City Clerk Department
SUBJECT: Approval of Minutes.

RECOMMENDATION: That the Finance and Governance Committee approve the minutes of the May 27, 2025 regular meeting as presented.

Contact: Luly Lopez, (805) 385-7805
D. REPORTS

1. Finance Department
SUBJECT: Third Amendment to the Agreement with TG Consulting Services. (10 minutes)

RECOMMENDATION: That Finance and Governance Committee recommend that the City Council approve and authorize the Mayor to execute a Third Amendment to the Agreement with TG Consulting Services (No. 32300132) for the implementation of Tyler EPL Licensing Module to increase the contract amount by $70,000 for a total contract amount not to exceed $360,937.50 and extend the contract for five months to November 30, 2025.

Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/Gagjk7qRfPs
Contact: Jialan Su, 805-385-7811

2. Finance Department
SUBJECT: First Amendment to Trade Services Agreement with InfoSend, Inc. for Utility Bill and 2 OXNARD CITY COUNCIL: FINANCE & GOVERNANCE COMMITTEE
June 10, 2025 - Page 3

Business License Tax Form Printing, Inserting and Mailing Services. (10 minutes)

RECOMMENDATION: That the Finance and Governance Committee recommend that the City Council approve and authorize the Mayor to execute a First Amendment to Trade Services Agreement with InfoSend, Inc. (A-8467) for utility bill and business tax form printing, inserting, and mailing services to increase the contract amount by $971,100 for a total contract amount not to exceed $1,967,634 and extend the contract for two additional years to June 30, 2027.

Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/HE9LfFNNTNQ
Contact: Jialan Su, 805-385-7811

3. Information Technology Department
SUBJECT: Agreement with Toshiba Business Solutions for Printers and Scanners. (10 minutes)

RECOMMENDATION: That the Finance and Governance Committee recommend that the City Council approve and authorize the Mayor to execute a five year agreement with Toshiba America Business Solutions (No. 32600026) for the purpose of citywide managed print, scan and copy services in the amount of $745,840.80 plus a 10% contingency amount of $74,584.08 to cover future needs or incidental costs, for a total authorized amount of $820,424.88.

Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/bKsFnyc6cAA
Contact: Robert Ruben, (805)385-7554
E. ITEMS FOR FUTURE AGENDAS

F. ADJOURNMENT

3 FINANCE AND GOVERNANCE COMMITTEE

AGENDA REPORT

CONSENT AGENDA
AGENDA ITEM NO. C.1

DATE: June 10, 2025

TO: Finance & Governance Committee

FROM: Luly Lopez, City Clerk, (805) 385-7805, [email protected]

SUBJECT: Approval of Minutes.

RECOMMENDATION

That the Finance and Governance Committee approve the minutes of the May 27, 2025 regular meeting as presented.

BACKGROUND

Approval of minutes.

STRATEGIC PRIORITIES

This agenda item is a routine operational item or does not relate to the five strategic priorities adopted by City Council on March 16, 2021.

FINANCIAL IMPACT

There is no financial impact.

Prepared by: Luly Lopez, City Clerk

ATTACHMENTS

1. Minutes of the Finance and Governance Committee for May 27 2025

4 MINUTES

OXNARD CITY COUNCIL

FINANCE AND GOVERNANCE COMMITTEE
May 27, 2025
A. ROLL CALL, POSTING OF AGENDA, FLAG SALUTE

At 5:01 p.m., Chair Luis A. Mc Arthur called to order the regular meeting of the Oxnard City Council Finance and Governance Committee in the City Hall Council Chambers at 305 West Third Street, Oxnard, California. The City Clerk called the roll and announced the posting of the agenda. Chair Luis A. Mc Arthur, Member Gabriela Rodriguez and Member Aaron Starr were present.

The flag salute was followed by a moment of silence in honor of former Mayor Thomas E.

Holden who passed away on Monday, May 26, 2025.

Staff members present were Alexander Nguyen, City Manager; Eric Sonstegard, Assistant City Manager; Stephen Fischer, City Attorney; Kenneth Rozell, Chief Assistant City Attorney; Michelle McCarron, Assistant City Attorney; Javier Chagoyen-Lázaro, Chief Financial Officer; Michael Wolfe, Public Works Director; Anthony Miller, Special Districts Manager; and Lourdes A. López, City Clerk.

Consideration of Teleconference Participation pursuant to Assembly Bill 2449.

B. PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA
No public comments were received.

C. CONSENT AGENDA

1. City Clerk Department
SUBJECT: Approval of Minutes.

RECOMMENDATION: That the Finance and Governance Committee approve the minutes of the May 13, 2025 regular meeting as presented.

No public comments were received.

It was moved by Member Rodriguez, seconded by Chair Mc Arthur, to approve the Information/Consent item as presented. VOTE: Rodriguez, Starr and Mc Arthur voted in favor; the motion carried 3-0.

D. REPORTS

1. Finance Department
SUBJECT: Annual Investment Policy and Delegation of Investment Authority.

RECOMMENDATION: That Finance and Governance Committee recommends that the City Council:

1. Adopt a resolution adopting FY 2025-26 investment policy for the City of 5 OXNARD CITY COUNCIL: FINANCE & GOVERNANCE COMMITTEE
May 27, 2025 Page 2
Oxnard; and

2. Adopt a resolution delegating investment authority to the City Chief Financial Officer.

Javier Chagoyen-Lázaro, Chief Financial Officer; Stephen Fischer, City Attorney and Kenneth Rozell, Chief Assistant City Attorney were available to answer the committee’s questions. Public comments were received from Jim Lavery.

Discussion ensued among the Committee and staff.

It was moved by Member Rodriguez, seconded by Chair Mc Arthur, to approve the recommended action as presented. VOTE: Mc Arthur and Rodriguez voted in favor; the motion carried 2-1 with Member Starr voting no.

2. Public Works Department
SUBJECT: Fiscal Year (FY) 2025-26 Resolution to Levy Assessments in the Waterways Maintenance District. (10 minutes)

RECOMMENDATION: That the Finance and Governance Committee recommend that the City Council, acting as the legislative body for the Waterways Maintenance District:

1. Hold a public hearing regarding proposed assessments for the Waterways Maintenance District for Fiscal Year 2025-26, and

2. Adopt a resolution to levy the maintenance assessment on property within the Waterways Maintenance District for Fiscal Year 2025-26.

Anthony Miller, Special Districts Manager presented and answered the Committee’s questions. No public comments were received. Discussion ensued among the Committee and staff.

It was moved by Chair Mc Arthur, seconded by Member Rodriguez, to approve the recommended action as presented. VOTE: Mc Arthur and Rodriguez voted in favor; the motion carried 2-1 with Member Starr voting no.

3. Public Works Department
SUBJECT: Fiscal Year (FY) 2025-26 Special Tax Levy for Community Facility Districts Numbers 1, 2, 3, 4, 5, 8, 9 and 2000-3. (10 minutes)

RECOMMENDATION: That the Finance and Governance Committee recommend that the City Council acting as the legislative body for Community Facilities Districts (CFD) No. 1, 2, 3, 4, 5, 8, 9 and 2000-3:

1. Adopt a resolution setting a special tax rate within CFD No. 1 (Westport at Mandalay Bay) for Fiscal Year 2025-26;

2. Adopt a resolution setting a special tax rate within CFD No. 2 (Westport at Mandalay Bay) for Fiscal Year 2025-26;

3. Adopt a resolution setting a special tax rate within CFD No. 3 (Seabridge at 6 OXNARD CITY COUNCIL: FINANCE & GOVERNANCE COMMITTEE
May 27, 2025 Page 3
Mandalay Bay) for Fiscal Year 2025-26;

4. Adopt a resolution setting a special tax rate within CFD No. 4 (Seabridge at Mandalay Bay) for Fiscal Year 2025-26;

5. Adopt a resolution setting a special tax rate within CFD No. 5 (Riverpark) for Fiscal Year 2025-26;

6. Adopt a resolution setting a special tax rate within CFD No. 8 (Sakioka Farms Business Park) for Fiscal Year 2025-26;

7. Adopt a resolution setting a special tax rate within CFD No. 9 (North Shore at Mandalay Bay) for Fiscal Year 2025-26;

8. Adopt a resolution setting a special tax rate within CFD No. 2000-3 (Oxnard Boulevard/Highway 101 Interchange) for Fiscal Year 2025-26; and

9. Authorize the Public Works Director, or designee, to execute an agreement for Billing of Direct Assessments with the Ventura County Auditor- Controller to provide the service of placement of direct assessments on the Ventura County Secured Tax Roll.

Michael Wolfe, Public Works Director; Anthony Miller, Special Districts Manager and Mark Mandell, with Mandell Municipal Counseling presented and answered the Committee’s questions. Public comment was received from Gwynneth Doyle.

Discussion ensued among the Committee and staff.

It was moved by Chair Mc Arthur, seconded by Member Rodriguez, to approve the recommended action as presented. VOTE: Rodriguez and Mc Arthur voted in favor; the motion carried 2-1 with Member Starr voting no.

E. ITEMS FOR FUTURE AGENDAS
No requests were made.

F. ADJOURNMENT
There being no further business on the agenda, and without objection, Chair Mc Arthur adjourned the meeting at 5:41 p.m.
________________________________ ________________________________ LOURDES A. LÓPEZ LUIS A. MC ARTHUR
City Clerk Chair
7 FINANCE AND GOVERNANCE COMMITTEE

AGENDA REPORT

REPORTS
AGENDA ITEM NO. D.1

DATE: June 10, 2025

TO: Finance & Governance Committee

FROM: Jialan Su, Assistant Chief Financial Officer / Assistant City Treasurer, 805-385-7811, [email protected]

SUBJECT: Third Amendment to the Agreement with TG Consulting Services. (10 minutes)

RECOMMENDATION

That Finance and Governance Committee recommend that the City Council approve and authorize the Mayor to execute a Third Amendment to the Agreement with TG Consulting Services (No. 32300132) for the implementation of Tyler EPL Licensing Module to increase the contract amount by $70,000 for a total contract amount not to exceed $360,937.50 and extend the contract for five months to November 30, 2025.

Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/Gagjk7qRfPs

BACKGROUND

Due to the unforeseen delay in the implementation of the Tyler EPL Licensing Module, there is a need to extend the agreement with TG Consulting Services (also referred to as the consultant). The consultant is to serve as the Subject-Matter Expert for the full implementation of Tyler EPL Licensing Module and also to assist with the related training for the licensing staff to use the Licensing Module after the Licensing Module goes live. The needed services are not services that are readily available to purchase from a vendor and can only be provided by a qualified and highly experienced professional, as is TG Consulting Services.

DISCUSSION:

TG Consulting Services has over 29 years of experience in municipal licensing with the City of Oxnard's Billing and Licensing Division as the former Treasury Supervisor and License Collector before retirement. The consultant has extensive knowledge and expertise of the City's business tax and permitting process and municipal code and ordinances, and has been working with the City staff and Tyler Technology to assist with the implementation of Tyler EPL Licensing Module for the past two years under the current agreement. The knowledge and experience of the consultant makes her the only qualified person to provide the needed services in order to successfully implement Tyler EPL Licensing Module and to assist with the related training after the Licensing Module goes live.

The need for this contract extension is due to the go-live time for Tyler EPL Licensing Module being revised to the 2nd half of 2025. This revision has resulted in an extended period for the implementation of the Licensing Module, including the discovery phase, the configuration phase, and the testing phase, thus, requiring TG Consulting Services, the Subject-Matter Expert, to continue working with the City staff and Tyler Technology 8 staff to ensure the completion of the implementation for the Tyler EPL Licensing Module. In addition, once the Licensing Module goes live, the licensing staff at the Billing and Licensing Division will need the consultant’s assistance with related training on how to use the Licensing Module.

The current agreement was entered into with TG Consulting Services on January 1, 2023, with the First Amendment being entered into on September 26, 2023, and the Second Amendment on July 2, 2024. This amendment will extend the expiration date of the agreement from June 30, 2025, to November 30, 2025.

STRATEGIC PRIORITIES

This agenda item supports the Organizational Effectiveness strategy. The purpose of the Organizational Effectiveness strategy is to reinforce, stabilize, improve, and strengthen the organizational foundation of the City in order to build a modern, high-functioning City government that effectively and efficiently supports the operating departments in providing high-quality services and programs for our residents and businesses.

FINANCIAL IMPACT

This amendment will increase the amount of the contract by $70,000, resulting in the total contract amount of $360,937.50. Twenty percent (20%) of the funding for this agreement, which is $14,000, has been included in the General Fund (101) Finance Department - Billing and Licensing Division's proposed Fiscal Year 2025-26 operating budget. The remaining eighty percent (80%) of the amendment amount, which is $56,000, will be funded by the EPL budget included in the ERP Implementation capital project (Capital Outlay Fund 301), funded by the General Fund (101).

For Finance Use Only:

General Fund (Org. 1011622 Obj. 53200); Capital Outlay Fund (Org. 3011804 Obj. 53200) Project C2034

Prepared by: Jialan Su, Assistant Chief Financial Officer / Assistant City Treasurer

ATTACHMENTS

1. Agreement For Professional Services TG Consulting Services SIGNED

2. First Amendment to Contract 32300132 TG Consulting Services SIGNED

3. Second Amendment to Contract 32300132 TG Consulting Services SIGNED

4. TG 3rd Amendment - TG Consulting and CAO signed

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FINANCE AND GOVERNANCE COMMITTEE

AGENDA REPORT

REPORTS
AGENDA ITEM NO. D.2

DATE: June 10, 2025

TO: Finance & Governance Committee

FROM: Jialan Su, Assistant Chief Financial Officer / Assistant City Treasurer, 805-385-7811, [email protected]

SUBJECT: First Amendment to Trade Services Agreement with InfoSend, Inc. for Utility Bill and Business License Tax Form Printing, Inserting and Mailing Services. (10 minutes)

RECOMMENDATION

That the Finance and Governance Committee recommend that the City Council approve and authorize the Mayor to execute a First Amendment to Trade Services Agreement with InfoSend, Inc. (A-8467) for utility bill and business tax form printing, inserting, and mailing services to increase the contract amount by $971,100 for a total contract amount not to exceed $1,967,634 and extend the contract for two additional years to June 30, 2027.

Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/HE9LfFNNTNQ

BACKGROUND

InfoSend, Inc. is currently performing the printing, inserting and mailing services for the City. The Billing and Licensing Division creates the charges for water, wastewater and solid waste services delivered to customers within the City and in selected surrounding areas. Utility bills are mailed daily Monday through Thursday to approximately 45,000 customers each month. The Billing and Licensing Division also sends out notices of business tax certificate renewals to approximately 12,000 individuals and establishments who conduct business or are based within the City. Approximately 2,000 business tax renewal forms and 1,000 business tax certificates are mailed out each month. In addition, Water, Wastewater, and Environmental Resources Divisions of the Public Works Department and the Police Department use the services provided by InfoSend for their public educational campaigns on an as-needed basis. The current contract was awarded to InfoSend in June 2022 after an RFP process was conducted in Feb 2022, and will expire on June 30, 2025.

DISCUSSION

InfoSend, Inc. is one of the largest printing facilities in California and services many government agencies in California and nationwide. Some of their customers include the cities of Ventura, Pasadena, San Bernardino, and Carlsbad. Since 2012, InfoSend has consistently provided exceptional services to various agencies of the City, including mainly the Billing and Licensing Division, as well as the Water, Wastewater, and Environmental Resources Divisions of the Public Works Department, and the Police Department. InfoSend has over 100 clients using the Tyler Technology software, which is the ERP software currently being used and implemented by the City. InfoSend maintains a high level of security not only for their facilities, but also for 35 their information system as well. They are PCI Level 1 audited and certified, which is the highest level of certification within the Payment Card Industry Data Security Standard (PCI DSS), and which shows that InfoSend has gone above and beyond to meet the most stringent security requirements set by the PCI Security Standards Council. Due to the large volume of mail leaving their facility and their adherence to strict procedural protocols, U.S. Postal Service assigned their location as a detached mail unit. There is a USPS facility on site that checks each mail piece before leaving the building for barcode and CASS certification granted by USPS. This ensures faster delivery because the city’s mail is processed ahead of other unverified mail at the distribution center. This certification also qualifies each mail to a postage discount of $0.005 per piece. InfoSend passes this discount to the City. InfoSend processes the City’s mail at the lowest available USPS postage rate and passes through the actual postage rate realized to the City – including the discount of $0.005 per piece.

This amendment will extend the expiration date of the current contract from June 30, 2025 to June 30, 2027.

STRATEGIC PRIORITIES

FINANCIAL IMPACT

The requested amount for the contract amendment with InfoSend, Inc., $971,100 will increase the total contract amount to $1,967,634. The $971,100 increase will be allocated per fiscal year to the two funds within the Billing and Licensing Division as well as to the four Divisions and Departments as presented in the following three tables:

Table 1:

Cost Allocation between the Billing and Licensing Division and Other Divisions/Departments

Table 2:

Cost Allocation between the Two Funds within the Billing and Licensing Division

36 Table 3:

Cost Allocation among Other City Divisions and Departments

Staff estimated the annual amounts requested for this amendment based on several assumptions, including the average number of monthly utility bills sent to the customers, the average number of monthly business license tax forms sent to businesses, the average monthly invoice amount for the past ten months, the estimated future service needs from Water, Wastewater, and Environmental Resource Divisions and the Police Department, the increase of 10% to the postage by the U.S. Postal Service that will become effective in July 2025, and a 7.22% Consumer Price Index increase for the period of July 2022 to January 2025 that is incorporated into the revised schedule of service fee and cost of materials in the contract amendment.

For the current fiscal year, FY 2024/25, the shortage was due to an increase in the number of customers, businesses, and USPS postage and will be funded by cost savings from other areas within the Billing and Licensing Division. For future fiscal years, the requested amendment amount will be incorporated in the budget process.

Prepared by: Jialan Su, Assistant Chief Financial Officer / Assistant City Treasurer

ATTACHMENTS

1. A-8467 fully executed

2. SIGNED - First Amendment to Professional Service Agreement (City of Oxnard) v2

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79 FINANCE AND GOVERNANCE COMMITTEE

AGENDA REPORT

REPORTS
AGENDA ITEM NO. D.3

DATE: June 10, 2025

TO: Finance & Governance Committee

FROM: Robert Ruben, Chief Information Officer, (805)385-7554, [email protected]

SUBJECT: Agreement with Toshiba Business Solutions for Printers and Scanners. (10 minutes)

RECOMMENDATION

That the Finance and Governance Committee recommend that the City Council approve and authorize the Mayor to execute a five year agreement with Toshiba America Business Solutions (No. 32600026) for the purpose of citywide managed print, scan and copy services in the amount of $745,840.80 plus a 10% contingency amount of $74,584.08 to cover future needs or incidental costs, for a total authorized amount of $820,424.88.

Please click the following link to view the required Measure M pre-recorded presentation video: https://youtu.be/bKsFnyc6cAA

BACKGROUND

The City has been using Toshiba America Business Solutions since 2003 for its printing, scanning and copying needs. In July 2018, independent of any state purchasing contract, the City issued a Request for Proposal for a five year consolidated copy services contract that would include the replacement of all multi function device (MFD) printers. Toshiba was awarded the contract for the period of February 1, 2019 through January 31, 2024. Since then, the City has been leasing the same equipment on a monthly basis and Toshiba has been servicing the MFDs as needed. Up to now, the Toshiba contract and relationship has been managed by the Purchasing Department. The IT Department is now taking ownership of managing this agreement and will work with the vendor continuously to ensure the City's needs are met efficiently.

The City is leveraging the NASPO-ValuePoint Master Agreement Number 188037 to piggyback on the contract executed between the State of California and Toshiba. This agreement was entered into on July 31, 2024 and is available for use in California by state agencies and local governments. It is a relatively recent contract that accounts for current pricing for modern equipment. By piggybacking off the NASPO contract, the City will stabilize printing and copying costs over the five years and, at the same time, add service value through enhanced consumption monitoring tools, data analysis software and a streamlined customer service delivery model. The monthly cost of leasing the equipment and all related services will remain fixed over the entire period of the agreement. This agreement includes the replacement of the existing MFDs with new models, which will enhance performance and features, while reducing repairs and downtime.

The original agreement was for approximately $8,800 per month plus usage fees of $0.003 per black and white page and $0.035 per color page. In the past year, the City printed an average of 200,000 black and white pages and 100,000 color pages per month through 61 MFDs in various locations. This accounted for approximately 80 $4,100 in usage fees per month for a total monthly cost of $12,900. With this new agreement, Toshiba will no longer charge any usage rates. While the equipment lease, toner costs, repairs and maintenance are included in this contract, the paper costs will continue to remain the responsibility of the City. The vendor has visited each location and engaged staff to assess department needs, ensuring that the correct machines will be deployed.

Based on this needs assessment, the new agreement raises the MFD count to 63 and also adds a large format color plotter/scanner for the engineering group at Public Works. The plotter is a different machine than the MFD and is therefore subject to usage charges that will apply only to this machine. In comparison to the prior contact from over six years ago, we have increased by two MFD printers yet the average monthly cost under this new agreement will decrease 3.6%, demonstrating the power of utilizing the State of California's contract as well as the vendor's commitment to meet the needs of the City.

Staff continue to show a high level of satisfaction with Toshiba's service and equipment and are familiar with the vendor's equipment. The company has continuously maintained a local office and a local representative offering high levels of personalized service. Upon execution of this agreement, Toshiba will immediately schedule to replace all the equipment.

STRATEGIC PRIORITIES

FINANCIAL IMPACT

This new agreement slightly reduces, on average, the City's cost of having a comprehensive printing solution compared to the past. Each department budget contains a provision for paying these printing costs and the monthly charges will continue to be paid individually at the department level. No significant change to each department's printing budget is expected at this time.

Prepared by: Gary Krumian, Programmer Analyst

ATTACHMENTS

1. Toshiba agreement May 2025

2. Presentation

81 TOSHIBA – NASPO VALUEPOINT Lease Agreement v011119 DOCUMENT A10 NASPO-ValuePoint Master Agreement Number 188037
ATTACHMENT 1 – TOSHIBA LEASE AGREEMENT TERMS AND CONDITIONS

AGREEMENT FOR LEASE OF EQUIPMENT
a Contract Between
City of Oxnard
300 W Third St
Oxnard, CA 93030
“Lessee”
(NAME, ADDRESS, PHONE OF LESSEE)
and
Toshiba America Business Solutions, Inc.

WHEREAS, Lessee is authorized to lease under the NASPO-ValuePoint Master Agreement (“Master Agreement”) and the State of California Participating Addendum #7-24-70-46-08 thereto; and WHEREAS, it is deemed that the lease of this equipment is both necessary and for the good of Lessee; NOW, THEREFORE, in consideration of the aforesaid premises, the parties mutually agree as follows:

1. LEASE TERM. This Agreement shall be effective from the date of delivery and acceptance of Leased Equipment for the term set forth on the (i) Attachment 6, Toshiba Lease Order Form and if applicable Attachment 7, Toshiba Lease Order Form Schedule B (collectively an “Order Form”); or (ii) the Lessee’s Purchase Order (PO) to which this Agreement is attached, unless sooner terminated by either party as set forth in Section 6 of this Agreement.

2. DEFINITIONS. “Lease Term” means the term of this Agreement as set forth in Section 1. “Leased Equipment” means the (i) equipment described in the Order Form, attached to this Agreement, and which is incorporated herein; (ii) any replacement equipment provided by Lessor; and (iii) any additional equipment described under subsequent Order Forms agreed to during the term of this Agreement. “ Lessor” means Toshiba America Business Solutions, Inc. or, if applicable, its permitted assignee.

3. CONSIDERATION (RENT). The parties agree that for the Lease Term, Lessor leases to Lessee the equipment described in, and for the lease payments set forth in, the Order Form, excluding meter charges, late fees and applicable taxes. Except as provided in section 6(c), lessee’s payment obligations are absolute and unconditional and are not subject to cancellation, reduction or setoff for any reason whatsoever. Lessee does not agree to reimburse Lessor for expenses, unless otherwise specified in the incorporated documents. Any intervening end to a fiscal period shall be deemed a contract renewal (not changing the overall Agreement term) or a termination as the results of legislative appropriation may be required.

4. POSSESSION, TITLE AND RETURN.
(a) Lessee shall have possession of the Leased Equipment for the Lease Term, unless this Agreement is earlier terminated in accordance with Section 6 below and shall keep such Leased Equipment at the location specified in the Order Form or such other location as Lessor may agree in writing. (b) Lessor covenants that it has good title to the Leased Equipment, except any intangible property or associated services such as periodic software licenses and prepaid database subscription rights included in the Leased Equipment, if any. If the Order Form indicates that this lease is a Capital (i.e. $1 Buyout) Lease and if this Agreement is deemed to be a secured transaction, Lessee grants Lessor a first priority security interest in the Leased Equipment to secure all of Lessee’s obligations under this Agreement, agrees not to permit any other liens on the Leased Equipment, and shall own such Leased Equipment as of the acceptance date and Lessee authorizes Lessor to record a UCC-1 to reflect such interest. At the end of the Lease Term, if Lessee is not in default, Lessor will release any security interest it may have in the Leased Equipment subject to such Capital Lease, which will be retained by Lessee.
(c) At the expiration of the term of this Agreement and provided that the Order Form does not indicate this lease is a Capital Lease, upon Lessee’s written request, Lessor shall remove the hard drive from the applicable Device and provide the Lessee with custody of the hard drive before the Device is removed from the Lessor’s location. Lessor 82 TOSHIBA – NASPO VALUEPOINT Lease Agreement v011119 DOCUMENT A10 may charge the Purchasing Entity a fee if the Purchasing Entity elects to keep the hard drive in their possession.

The Lessee shall then be responsible for securely erasing or destroying the hard drive. If Lessee is not in breach of this Agreement, all costs of removing and transporting the Leased Equipment at the expiration of the Lease Term shall be the responsibility of Lessor.
(d) Risk of loss of the Leased Equipment rests with Lessor until the Leased Equipment is delivered to the Lessee’s designated location, at which time risk of loss passes to Lessee. (e) If the Order Form indicates this lease is a Fair Market Value Lease, at the end of the Lease Term and upon 30 days’ prior written notice to Lessor, Lessee may purchase all, but not less than all, of the Leased Equipment AS-IS and WHERE-IS, WITHOUT ANY WARRANTY AS TO CONDITION, TITLE OR VALUE, for the Fair Market Value, plus applicable sales and other taxes, if any.

5. TAXES. Lessee agrees to pay all fees, assessments, taxes and charges governmentally imposed upon Lessor’s purchase, ownership, possession, leasing, renting, operation, control or use of the Leased Equipment.

6. TERMINATION.
(a) Termination by Mutual Consent. Any discretionary or vested right of renewal notwithstanding, this Agreement may be terminated upon written notice by mutual consent of both parties. (b) Termination by Lessee without Cause. This lease may be bought out and all Leased Equipment returned to Lessor, although fair market value leases, operational leases, non-cancelable rentals and capital leases are subject to a termination charge. The termination charge is equal to the balance of unpaid lease payments and other amounts due hereunder (including any current or past due amounts) for leases and with regard to service or maintenance obligations, may not exceed more than four (4) month service and supply base or 25% of the remaining term, whichever is less.
(c) Termination for Nonappropriation. The continuation of this Agreement beyond the current fiscal period is subject to and contingent upon sufficient funds being appropriated, budgeted, and otherwise made available by Lessee’s legislature, governing body and/or federal sources. If for any reason Lessee’s funding is not appropriated or is withdrawn, limited, or impaired, Lessee may terminate this Agreement, and Lessor waives any and all claim(s) for damages, effective as of the end of the fiscal period in which written notice of such non-appropriation, withdrawal, limitation or impairment is provided by Lessee to Lessor. If Lessee terminates this Agreement because of non-appropriation, withdrawal, limitation or impairment of funds, Lessee will not purchase, lease or rent replacement equipment performing the same functions as the Leased Equipment during the subsequent fiscal period. (d) Termination for Default or Breach. A default or breach may be declared with or without termination. This Agreement may be terminated by either party upon written notice to the other party for any material breach or default by the other party of any terms, conditions, covenants, or obligations of this Agreement. Notice of termination for breach or default is effective 30 days following service of notice, or upon any subsequent date specified in the notice of termination. Termination by Lessor due to Lessee’s material breach or default will be subject to a termination charge, which is equal to the balance of lease payments and other amounts due hereunder (including any current or past due amounts) for leases and may not exceed more than four (4) month service and supply base or 25% of the remaining term, whichever is less, for service and maintenance charges.

7. INSURANCE. At Lessor’s request, Lessee shall provide to Lessor proof that the Leased Equipment is covered for the value thereof against property loss or damage while in Lessee’s possession by Lessee’s program of self-insurance (if approved by Lessor and Lessor’s assignee, if any) or a policy of property insurance from a qualified insurer.

8. LOSS OR DAMAGE. If any item of Leased Equipment is lost, stolen or damaged, Lessee will, at Lessee’s option and cost, either: (a) repair the item or replace the item with a comparable item reasonably acceptable to Lessor; or (b) pay Lessor the sum of: (i) all past due and current lease payments and other amounts due under this Agreement; (ii) the present value of all remaining lease payments for the effected item(s) of Leased Equipment, discounted at the rate of 6% per annum; and (iii) if this lease is not a Capital Lease, the Fair Market Value of the effected item(s) of Leased Equipment. Upon Lessee’s payment to Lessor under clause (b) above, Lessor will then transfer to Lessee all of Lessor’s right, title and interest in the effected item(s) of Leased Product AS-IS AND WHERE-IS, WITHOUT ANY WARRANTY AS TO CONDITION, TITLE OR VALUE. “Fair Market Value” means the item’s fair market value at the end of the Lease Term, assuming good order and condition (except for ordinary wear and tear from normal use), as estimated by Lessor. No such loss or damage shall relieve Lessee of payment obligations hereunder. 83 TOSHIBA – NASPO VALUEPOINT Lease Agreement v011119 DOCUMENT A10

9. WARRANTY AND MAINTENANCE OF EQUIPMENT; WARRANTY DISCLAIMER. All services performed under this Agreement shall be of workmanlike quality, consistent with the standards of the trade, profession or industry. Lessor shall assign to Lessee all manufacturer’s warranties on the Leased Equipment, which shall be not less than a full six months’ warranty. Lessor shall be responsible for ongoing service and maintenance of the Leased Equipment for the duration of the Lease Term. EXCEPT AS OTHERWISE STATED HEREIN, LESSOR MAKES

NO WARRANTY EXPRESS OR IMPLIED, INCLUDING THAT THE LEASED EQUIPMENT IS FIT FOR A PARTICULAR PURPOSE OR THAT THE LEASED EQUIPMENT IS MERCHANTABLE. Lessee acknowledges that none of Lessor or their representatives are agents of any assignee and none of them are authorized to modify the terms of this lease or on any Schedule. No representation or warranty of Lessor with respect to the Leased Equipment will bind any assignee, nor will any breach thereof relieve Lessee of any of its obligations hereunder. THIS LEASE AGREEMENT AND EACH SCHEDULE CONSTITUTES A “FINANCE LEASE” AS DEFINED IN ARTICLE 2A OF THE UNIFORM COMMERCIAL CODE (the “UCC”). Lessee agree that any manufacturer or Lessor warranty or service agreement is a separate and independent obligation of Lessor to Lessee, that no assignee of the Lessor shall have any obligation to Lessee with respect to such warranty or service agreement and that Lessee’s obligations under this Agreement are not subject to setoff, withholding, reduction, counterclaim or defense for any reason whatsoever including, without limitation, any claim Lessee may have against Supplier.

10. LESSOR REMEDIES. If Lessee default, Lessor may do one or more of the following: (a) recover from Lessee, as liquidated damages for loss of bargain and not as a penalty, the sum of: (i) all past due and current lease payments and other amounts due under this Agreement; (ii) the present value of all remaining lease payments, discounted at the rate of 6% per annum; and (iii)) require Lessee to make the Leased Equipment available to Lessor for pickup at Lessee’s premises (and Lessee shall be responsible for removing all data as provided in Section 4) and to pay all costs of removing and transporting the Leased Equipment; (c) charge Lessee for expenses incurred in connection with the enforcement of Lessor’s remedies. If Lessor picks up the Leased Equipment, Lessor may sell, release or otherwise dispose of the Leased Equipment and apply the proceeds, less reasonable selling and administrative expenses, to the amounts due by Lessee. These remedies are cumulative, in addition to any other remedies provided by law, and may be exercised concurrently or separately. Any failure or delay by Lessor to exercise any right shall not operate as a waiver of any right. LESSOR SHALL NOT BE LIABLE FOR CONSEQUENTIAL, INDIRECT, INCIDENTAL OR SPECIAL DAMAGES.

11. PROPER AUTHORITY. The parties hereto represent and warrant that the person executing this Agreement on behalf of each party has full power and authority to enter into this Agreement. Any services performed by Lessor before this Agreement is effective or after it ceases to be effective are performed at the sole risk of Lessor.

12. LESSEE REPRESENTATIONS. Lessee represents that: (a) this Agreement and any documents required to be delivered in connection with this Agreement (collectively, the “Documents”) have been duly authorized by Lessee in accordance with all applicable laws, rules, ordinances and regulations; (b) the Documents are valid, legal, binding agreements, enforceable in accordance with their terms and the person(s) signing the Documents, if applicable, have the authority to do so, are acting with the full authorization of Lessee’s governing body, and hold the offices indicated below their signatures; (c) the Leased Equipment is essential to the immediate performance of a governmental or proprietary function by Lessee within the scope of Lessee’s authority and shall be used during the Lease Term only by Lessee to perform such function; (d) Lessee intends to use the Leased Equipment for the entire Lease Term and shall take all necessary action to include in Lessee’s annual budget any funds required to fulfill Lessee’s obligations each fiscal period during the Lease Term; (e) Lessee has complied fully with all applicable law governing open meetings, public bidding and appropriations, required in connection with this lease and the debt under applicable state law; (f) unless this lease is a Capital Lease, Lessee’s obligations to remit Lease Payments constitutes a current expense and not a debt under applicable state law; (g) this Agreement is binding on Lessee and Lessee’s successors and assigns; and (h) all financial information Lessee has provided is true and a reasonable representation of Lessee’s financial condition.

13. ASSIGNMENT. Lessee may not assign or dispose of any rights or obligations under this Agreement or sublease the Leased Equipment without Lessor’s prior written consent. Notwithstanding anything in the NASPO ValuePoint Master Agreement and/or the Participating Addendum to the contrary, Lessor may assign all or any portion of this Agreement or its interest in the Leased Equipment; provided that service obligations on the Leased Equipment shall remain with Toshiba America Business Solutions, Inc. and expressly not with Lessor’s assignee and must conform to the terms of the NASPO ValuePoint Master Agreement and the State of California Participating Addendum. Lessor’s assignee shall have Lessor’s rights under this Agreement, but none of Lessor’s obligations. Lessee agrees not to assert any claims, defenses or offsets it may have against Lessor against such assignee. 84 TOSHIBA – NASPO VALUEPOINT Lease Agreement v011119 DOCUMENT A10

14. AGREEMENT AND MODIFICATION. This Agreement is made pursuant to the NASPO ValuePoint Master Agreement identified above, and the State of California Participating Addendum to that Master Agreement, the terms of which are incorporated herein by reference. In the event of conflict between the Master Agreement or the State of California Participating Addendum and this Agreement, the Master Agreement and the Participating Addendum shall govern and control. Unless otherwise expressly authorized by the terms of this Agreement, no modification or amendment to this Agreement shall be binding upon the parties, unless the same is in writing and signed by the respective parties hereto.

15. TIME PRICE. If the Toshiba Lease Order Form and Schedule indicates the lease is a Capital Lease, Lessee understands that the Leased Equipment may be purchased for cash (the “Product Cost”) or purchased pursuant to this Agreement for an amount of each Lease Payment times the number of Lease Payments, less maintenance, as set forth on the NASPO Lease Order Form and Schedule and this Agreement, plus the $1 Purchase Option amount stated on the NASPO Lease Order Form and Schedule, and by signing this Agreement, Lessee has chosen to purchase the Leased Equipment for that price. The Product Cost may be determined by dividing the Lease Payment by the lease rate factor set forth on the NASPO Lease Order Form and Schedule. Each Lease Payment under a Capital Lease includes a part of Lessor’s investment in the Product Cost and a return on Lessor’s investment in the Capital Lease.

The total return on Lessor’s investment (the total finance charge) is determined by deducting the Product Cost (as determined above) from the Time Price. The difference so determined is the return to Lessor on its investment (the total finance charge). The rate of return (finance rate) may be determined by applying to the Product Cost, the rate that will amortize the Product Cost down to the Purchase Option amount by applying as payments, the Lease Payments. For purposes of that amortization, each Lease Payment will be considered received on the date it is required to be paid under this Agreement.

16. GOVERNING LAW, JURY TRIAL WAIVER. This Agreement and the rights and obligations of the parties hereto shall be governed by, and construed according to, the laws of the State of California, without giving effect to any principle of conflict of laws that would require the application of the law of any other jurisdiction. BOTH PARTIES AGREE TO

WAIVE ALL RIGHTS TO A JURY TRIAL WITH RESPECT TO THIS AGREEMENT AND THE LEASED EQUIPMENT.

17. NOTICE. All notices or other communications required or permitted to be given under this Agreement shall be in writing and shall be deemed to have been duly given if (a) delivered personally in hand, (b) delivered by telephone, facsimile or email with simultaneous regular mail, or (c) mailed certified mail, return receipt requested, postage prepaid on the date posted, and addressed to the other party at the address specified above or such other address as the other party may have provided written notice of in accordance with this Section 17. For purposes of computing times from service of notice, service of notice by delivery in hand shall be effective on the date of delivery; notices that are mailed shall be effective on the third calendar day following the date of mailing.

18. RESERVED.

19. ELECTRONIC DOCUMENTATION. This Agreement may be executed in counterparts and signed by the parties manually or electronically. The executed counterpart that has Lessor’s original signature and/or is in Lessor’s possession shall constitute chattel paper as that term is defined in the UCC and shall constitute the original agreement for all purposes. If Lessee transmits this Agreement to Lessor by facsimile or other electronic transmission, the transmitted copy shall be binding upon the parties. Neither party may raise as a defense to the enforcement of this Agreement that it was signed or transmitted electronically.

SIGNATURE PAGE FOLLOWS

85 TOSHIBA – NASPO VALUEPOINT Lease Agreement v011119 DOCUMENT A10 CITY OF OXNARD TOSHIBA AMERICA BUSINESS SOLUTIONS, INC. ☐Luis McArthur, Mayor1 Date Tobin Bannister, President West Region
Date
☐Jennifer Yates, Purchasing Agent 2
Larry White, President Date
ATTEST:

Lourdes Lopez, City Clerk Date
(only if Mayor signs)
APPROVED AS TO FORM:

Stephen M. Fischer, Date
City Attorney (always required)
1 The City Council must authorize and the Mayor must execute any agreement over $220,000. 2 The Purchasing Agent may execute any authorized agreement up to $220,000. 3 T
he City requires the following for any contract:
● For a corporation, the signatures of the Board President, CEO or Vice President and of the Board Secretary, Assistant Secretary, CFO or Assistant Treasurer;
● For an LLC, the signatures of at least two managers of the LLC (company directors, not lower-level managers); or ● For a partnership, the signature of a partner. If the partnership is a limited partnership, the signer must be a general partner.

If the company has a different structure, or if the above-listed persons are not the appropriate signers, please submit to the City Attorney legally-binding documentation stating who can sign and bind your company. 86 NASPO ValuePoint Lease for Equipment and Maintenance Order Form v011119 Document A11

NASPO VALUEPOINT LEASE FOR EQUIPMENT AND MAINTENANCE ORDER FORM Agreement # v08272020

LESSEE - BILLING CONTACT INFORMATION
(Separate Order Form must be completed for each billing locations.) Lessee Legal Name: City of Oxnard

Department Name: FEIN #
Street Address I P.O. Box: 300 W Third St Bldg/Room/Suite:

City: Oxnard State: CA Zip 93030 Billing Contact Name:

Bill-To Phone Number: Email:

Fax Number:

LESSEE INSTALLATION LOCATION
Lessee Legal Name: Department Name:

Street Address I P.O. Box: Bldg/Room/Suite:

City: State: Zip: Contact Name:

Phone Number: Email: Fax Number:

EQUIPMENT LEASE WITH SEPARATE MAINTENANCE PLAN

INCLUDE INSURANCE ADDER EQUIPMENT LEASE TYPE LEASE TERM Fair Market Value $1 Buyout Straight Lease 24 Mo 36 Mo 48 Mo 60 Mo

ITEM DESCRIPTION
(If insufficient space, use Schedule A to this
Lease Order form and enter below “See Order
Form Schedule”)
EQUIPMENT LEASE MAINTENANCE & SERVICES (M&S) PLAN Include Staples

EQUIPMENT
LEASE % or

RATE- FOR
$OUT
LEASES
ONLY

EQUIPMENT
LEASE

PAYMENT
ZERO

BASE B&W
CPC

ZERO
BASE
COLOR
CPC

MAINT.

OPTION
NUMBER
1, 2, 3

MONTHLY

VOLLUME
(BW)

MONTHLY
BASE
CHARGE
(BW)
BW

OVERAGE
RATE
COLOR

OVERAGE
RATE
SEE SCHEDULE $ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
$ $
Sum of Monthly Equipment Lease Payments:
$12,430.68 Sum of Monthly Base Charges: $ TOTAL MONTHLY PAYMENT:

Equipment Lease Payment + Monthly Base Charge (If
Applicable)

Personal Property Tax Required
$12,430.68
NASPO VALUEPOINT ADMIN FEE RATE: 0.25% STATE ADMIN FEE RATE (If Applicable):

Special Instructions/Additional Information (e.g. equipment models upgraded; Buyout details; etc.):

TERM & PAYMENT SCHEDULE (All Payments are exclusive of sales and use tax) Sales/Use Tax Exempt Yes No Tax-Exempt No. [Attach Tax Exemption] PO Issued yes No
PO #
Payment Cycle: Monthly Billing Document Fee: $75.00 included in the 1st invoice

THIS ORDER FORM INCORPORATES ALL OF THE TERMS AND CONDITIONS OF THE LEASE AGREEMENT LESSOR: Toshiba America Business Solutions, Inc. Title:

SIGNATURE:

Date:

LESSEE: Title:

SIGNATURE
Date:

87 DEPT. NAME DIV NAME /

CODE STREET ADDRESS FLOOR ROOM /
SUITE CITY ST ZIP PO # TOSHIBA MODEL

CONFIGURATION

SUMMARY / ITEM

DESCRIPTION
LEASE

TYPE- FMV,

STRAIGHT,
$1 BUYOUT
LEASE
TERM-
18,24,36,48,
60 EQUIPMENT
LEASE

PAYMENT
(with PPT)
No Base
Plan, Only
CPC for
Usage
MAINT.

OPTION
1, 2 OR 3

INCLUDED
BASE
NUMBER

OF COPIES
MAINT.

MONTHLY
BASE
CHARGE
B&W

OVERAGE
RATE
COLOR

OVERAGE
RATE
Special Districts
Equipment Yard 1060 Pacific Ave Oxnard CA 93030 Toshiba ES3025AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Wilson Senior
Center 350 N C St Oxnard CA 93030 Toshiba ES3025AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Del Norte 2nd
Floor 111 S Del Norte BL 2nd Floor Oxnard CA 93030 Toshiba ES3025AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Housing -
Affordable
Housing
435 S D St 1st Oxnard CA 93030 Toshiba ES6527ACT A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Oxnard ASES
Program-
Recreation
350 S K St Oxnard CA 93030 Toshiba ES3025AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Equipment Bldg
2 Fleet 1060 Pacific Ave Oxnard CA 93030 Toshiba ES3025AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Wastewater
Source Control
6001 S Perkins
5700 Perkins 2nd Floor Oxnard CA 93033 Toshiba ES3025AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
PAL Program 251 S K St Oxnard CA 93030 Toshiba ES3025AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Special District 1060 Pacific Ave Bldg
1 Oxnard CA 93030 Toshiba ES3025AC A3 COLOR/B&W
System FMV 60 Yes 0 $ - Unlimited Unlimited
Public Works
Admin 2nd Fl 305 W Third St 2nd Floor Oxnard CA 93030 Toshiba ES3025AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
South Oxnard
Center 200 E Bard Rd Oxnard CA 93033 Toshiba ES3025AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Housing 1500 Camino Del Sol Oxnard CA 93030 Toshiba ES3025AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Water Blending
Station #3 1700 Solar Dr Oxnard CA 93030 Toshiba ES3528A A3 B&W System FMV 60 Yes 0 $ - Unlimited Unlimited WWTP
Maintenance 6001 Perkins Rd Oxnard CA 93033 Toshiba ES3528A A3 B&W System FMV 60 Yes 0 $ - Unlimited Unlimited Fire Academy 491 S K St Oxnard CA 93030 Toshiba ES3528A A3 B&W System FMV 60 Yes 0 $ - Unlimited Unlimited Recreation 350 S K St Oxnard CA 93030 Toshiba ES3528A A3 B&W System FMV 60 Yes 0 $ - Unlimited Unlimited City Corps 701 S G St Oxnard CA 93030 Toshiba ES3528A A3 B&W System FMV 60 Yes 0 $ - Unlimited Unlimited River Ridge Golf
Course 2401 S Vineyard Oxnard CA 93036 Toshiba ES3528A A3 B&W System FMV 60 Yes 0 $ - Unlimited Unlimited B&L Service
Center Front
Desk
214 S C St Oxnard CA 93030 Toshiba ES3528A A3 B&W System FMV 60 Yes 0 $ - Unlimited Unlimited Police Dispatch 251 S C St Oxnard CA 93030 Toshiba ES3528A A3 B&W System FMV 60 Yes 0 $ - Unlimited Unlimited Housing - Public
Housing 300 N Marquita Oxnard CA 93030 Toshiba ES3528A A3 B&W System FMV 60 Yes 0 $ - Unlimited Unlimited Housing - Public
Housing 5200 Squires Dr Oxnard CA 93033 Toshiba ES3528A A3 B&W System FMV 60 Yes 0 $ - Unlimited Unlimited Public Works
Admin 3rdd Fl 305 W Third St 3rd Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited

MAINTENANCE PLAN
88 Service Center
NE - Building &
Engineering
(Planning)
214 S C St Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Service Center
SW - Planning 214 S C St Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
B&L Service
Center NW 214 S C St Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Fire Department
2nd Floor 214 S C St 2nd Floor Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Library 251 S A St Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Recreation Dept
#1 305 W Third St 1st Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Recreation Dept
#2 305 W Third St 1st Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
City Clerks 4th Fl 300 W Thrid St 4th Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Community
Development 214 S C St Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
IT Department
2nd Fl 300 W Thrid St 2nd Floor Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
City Manager 300 W Thrid St 4th Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Water Dep 2nd
Floor 251 S Hayes 2nd Floor Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Purchasing 300 W Thrid St 3rd Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Fire Deptartment
1st floor 360 W Second St 1st Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Water Dept
Meter Shop 251 S Hayes Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Police Narcotics 300 Sturgis Rd Oxnard CA 93030 Toshiba ES6527ACT A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Human
Resources 300 W Thrid St 1st Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Police Dept 2nd
Floor 251 S C St 2nd Floor Oxnard CA 93030 Toshiba ES6527ACT A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Housing - Public
Housing 300 N Marquita Oxnard CA 93030 Toshiba ES6527ACT A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Housing -
Section 8 1470 Colonia Rd Oxnard CA 93030 Toshiba ES6527ACT A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Housing -
Administration 435 S D St 2nd Floor Oxnard CA 93030 Toshiba ES6527ACT A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
WWTP - Ray
Trevino 6001 Perkins Rd Oxnard CA 93033 Toshiba ES6527ACT A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
South Oxnard
Library 4300 Saviers Rd Oxnard CA 93033 Toshiba ES6529A A3 B&W System FMV 60 Yes 0 $ - Unlimited Unlimited

POLICE -
ADMIN 1ST FL 251 S C St 1st Oxnard CA 93030 Toshiba ES6529A A3 B&W System FMV 60 Yes 0 $ - Unlimited Unlimited 89 POLICE -

RECORDS -
2ND FL
251 S C St 2nd Floor Oxnard CA 93030 Toshiba ES6529A A3 B&W System FMV 60 Yes 0 $ - Unlimited Unlimited

COMMUNITY

DEVELOPMEN
T
214 S C St Oxnard CA 93030 Toshiba ES6529A A3 B&W System FMV 60 Yes 0 $ - Unlimited Unlimited

HOUSING -
SECTION 8
1470 Colonia Rd Oxnard CA 93030 Toshiba ES6529A A3 B&W System FMV 60 Yes 0 $ - Unlimited Unlimited

HOUSING -

APPLICATION
S
1470 Colonia Rd Oxnard CA 93030 Toshiba ES6529A A3 B&W System FMV 60 Yes 0 $ - Unlimited Unlimited Water Pure 5700 Perkins Rd 1st Oxnard CA 93033 Toshiba ES3025AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Human
Resources 300 W Thrid St 1st Oxnard CA 93030 Toshiba ES4525AC A3 COLOR/B&W System FMV 60 Yes 0 $ - Unlimited Unlimited
Public Works
Engineering 305 W Third St 2nd Floor Oxnard CA 93030 KIP 740C Multifunction Wide Format Color/BW FMV 60 CPC 0 $ 206.00 $0.024 $0.024
90 91
92 93
94 95
96 97
98 99
100
Agreement with Toshiba Business Solutions for
Printing Services
Finance & Governance Committee
June 10, 2025

Rob Ruben, CIO

101
That the Finance and Governance Committee recommend that the City Council approve and authorize the Mayor to execute a five-year agreement with Toshiba Business Solutions for managed printing, scanning and copying services in the
amount of $745,840.80 plus a 10% contingency amount of
$74,584.08 to cover future needs or incidental costs, for a total authorized amount of $820,424.88.

RECOMMENDATION 2
102
• Vendor has been providing printing services through Multi Function Devices (MFD) to the City since 2003

• In 2018, City entered into an agreement with Toshiba after evaluating proposals from several vendors, with Toshiba offering the best combination of pricing, features and local customer service

• Since the end of the agreement’s term on January 31, 2024, City has been leasing the equipment on a month to month basis at the same rates as specified in the agreement

• Though Toshiba has been servicing the MFDs as needed, the equipment has aged and is in need of replacement to enhance performance and minimize disruptions and downtime

BACKGROUND 3
103
• The IT department is taking ownership of this agreement from the Purchasing Department, and together with the vendor, will efficiently manage the City’s printing needs

• The City is leveraging NASPO-ValuePoint Master Agreement Number 188037 to piggyback on the contract recently executed between the vendor and the State of California

• The City will lease 63 MFDs (up 2 from before) as well as a large format plotter/scanner for the Public Works engineering group

• Vendor will replace the existing 61 MFDs and add the 2 new ones as part of this agreement

• City will no longer pay usage charges per printed page

PROPOSED AGREEMENT 4
104
• Currently, City pays approximately $8,800 per month to lease the MFDs, along with usage charges of $0.003 per black and white page and $0.035 per color page, for a typical monthly cost of $12,900 based on average current use

• Vendor has proposed a monthly cost of $12,430.68 with no additional usage costs for the 63 new MFDs

• This cost also includes the one plotter for Public Works – though the large format plotter will incur additional use costs of 2.4 cents per square foot

FINANCIAL IMPACT 5
105
• The proposed monthly cost of $12,430.68 is a decrease of 3.6% off the average monthly rate that City currently pays for a lower number of equipment

• The compounded rate of inflation based on the CPI since the start of the last agreement in 2019 is 25%

• The bargaining power of the State’s agreement, as well as the vendor’s commitment to the City, has resulted in a reduction in cost at a time when the cost of everything has increased

• Department budgets contain provisions for paying printing costs and the charges will continue to be paid individually at the department level with no significant budget impacts

FINANCIAL IMPACT 6
Annual CPI
2019 1.81%
2020 1.23%
2021 4.69%
2022 8.00%
2023 4.11%
2024 2.95%
106
That the Finance and Governance Committee recommend that the City Council approve and authorize the Mayor to execute a five-year agreement with Toshiba Business Solutions for managed printing, scanning and copying services in the
amount of $745,840.80 plus a 10% contingency amount of
$74,584.08 to cover future needs or incidental costs, for a total authorized amount of $820,424.88.

RECOMMENDATION 7
107

QUESTIONS
8 108

Finance & Governance CommitteeJune 10, 2025

Finance & Governance Committee
June 10, 2025