City Council
259 N. Wilma Avenue
Ripon, CA 95366
MEMO
To: Honorable City Council
From: Lisa Roos, City Clerk & Finance Director
Date: 05/14/2024
Subject: Lease for copiers and printers
RECOMMENDED ACTION:
Approve and authorize the Mayor to sign a five-year lease with CalTronics Business Systems for seven multi-function machines and maintenance of our current printers.
BACKGROUND:
We are currently in a five-year lease with Lucas Business Systems that ended in January 2024.
We are continuing to use the equipment on a month-to-month basis. These machines have performed well during the lease period, but we are looking to obtain a new five-year lease and therefore requested proposal from vendors. On the proposals that we received, I did a financial analysis and Hunter Crosby did an IT equipment analysis of the machines that were included in the proposals. The financial analysis based on our average usage for the five proposals we received is summarized below:
Company Proposal Machine brand
CalTronics
Lucas Business Systems
$1,343/month
$1,355/month
Konica Minolta
Xerox
Smile $1,383/month Sharp
CA Reding $1,386/month Ricoh
Alpha Numeric $2,013/month Ricoh
In Hunter’s analysis of the IT equipment proposals, Konica Minolta was ranked as one of the top machines for our consideration.
Based on both of our analysis, I would recommend that we move forward with CalTronics Business Systems for a five-year lease
FISCAL IMPACT:
Currently we pay an average of $1,454 per month for the lease and maintenance of our equipment. The new lease with CalTronics Business Systems should have no material fiscal impact on our budget.