Resolution 2023-### Page 1
RESOLUTION 2023-###
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO AUTHORIZING
THE CITY MANAGER TO ENTER INTO A LEASE AND FULL-SERVICE MAINTENANCE
AGREEMENT WITH ECLIPSE OFFICE TECHNOLOGY FOR THIRTEEN MULTI - FUNCTION COPIER/PRINTERS AT AN APPROXIMATE 5 -YEAR TOTAL COST OF $307,260.
WHEREAS, the City currently utilizes thirteen Samsung Multifunction Printers as the backbone of its printing and copying needs for all network computers and office business , and the City’s five-year lease with Eclipse Office Technology of the Samsung Multifunction Printers expires in August 2023.
WHEREAS, the current lease agreement is currently owned and serviced by TIAA Bank, and TIAA Bank exited the copier leasing business in 2020 but continues to service existing lease agreements until they terminate, and , both TIAA Bank and Eclipse Office Technology allow customers to exit their lease early without penalty;
WHEREAS, Eclipse Office Technology recommends the HP Multifunction Printers as the best fit for the City’s printing and copying needs , and the City did a complete and extensive evaluation and testing prior to making its recommendation to lease the new equipment;
WHEREAS, although pursuant Section 3.16.110.F. of the San Pablo Municipal Code, the competitive bidding process is waived in the case of leased equipment, Eclipse Office Technology provided pricing via piggyback of the NASPO ValuePoint Master Agreement #140596, which ensures that price the City is receiving fair and competitive pricing;
WHEREAS, the new lease and full maintenance agreeme nt for thirteen HP Multifunction Printers will have a monthly cost of $5,121 versus $6,547 for the current lease for the same number of printer/copiers , resulting in a 22% cost savings in transitioning to the new agreement;
WHEREAS, t otal estimated five- year cost for thirteen copier/printers is $307 ,260 ($61,452 annually), comprised of a lease and maintenance agreement expense of $222,840 and an estimated copy expense of $84,420;
WHEREAS, this is not a project as defined by CEQA.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Pablo authorizes the City Manager to enter into a five -year lease and full-service maintenance agreement with Eclipse Office Technology for thirteen HP copier/printers at an approximate five-year cost of $307,260.
Resolution 2023-### Page 2
ADOPTED this 20th day of June, 2023, by the following votes:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
ABSENT: COUNCILMEMBERS:
ABSTAIN: COUNCILMEMBERS:
ATTEST: APPROVED:
_______________________________ _______________________________ Dorothy Gantt, City Clerk Abel Pineda, Mayor