TO:Andrew P. Powers, City Manager
FROM:Jaime Boscarino, Finance Director
DATE:September 9, 2025
SUBJECT: Citywide Copier and Reprographics Equipment Lease and Maintenance
RECOMMENDATION:
1. Authorize budget appropriation and expenditure in the amount of $78,000 in FY 2025-26 from A/C #001-0000-311-1000 (General Fund - Fund Balance) to A/C #001-3520-612-6410 (General Fund - Rental/Copiers) and $78,000 in FY 2026-27 from A/C #001-0000-311-1000 (General Fund - Fund Balance) to A/C # 001-3520- 612-6410 (General Fund - Rental/Copiers) for citywide copier and reprographics high-production digital equipment lease and maintenance services.
2. Find that this action is not a project as defined under the California Environmental Quality Act.
LEVINE ACT ITEM: No
FINANCIAL IMPACT:
$78,000 increase to Adopted FY 2025-26 General Fund Budget and $78,000 increase to Adopted FY 2026-27 General Fund Budget. An increase of $78,000 is requested to the Adopted FY 2025-26 General Fund Budget, and an increase of $78,000 is requested to the Adopted FY 2026-27 General Fund Budget for citywide copier and reprographics high-production digital equipment lease and maintenance costs.
BACKGROUND:
The City Hall Print Shop provides printing and document processing services to City departments as well as other governmental agencies, such as Conejo Recreation and Park District. Departments and other governmental agencies are charged for Print Shop services. Examples of documents produced by the Print Shop include City financial documents, theatre performance flyers, promotional materials, and related documents required by staff for conducting City business.
Citywide Copier and Reprographics Equipment Lease and Maintenance September 9, 2025
On February 13, 2024, City Council approved a piggyback agreement with Canon Solutions America, Inc. of Melville, NY, and Canon Financial Services, Inc. of Glendale, CA, using the County of DuPage, IL, agreement through OMNIA Partners for a citywide copier and reprographics high-production digital equipment lease and maintenance agreement from July 1, 2024, to June 30, 2029, in an amount not to exceed $387,782.
DISCUSSION/ANALYSIS:
During the FY 2025-26 and FY 2026-27 operating budget development process, the budget for the citywide copier and reprographics high-production digital equipment lease and maintenance services was erroneously excluded. Therefore, staff is recommending an increase to the Adopted FY 2025-26 and FY 2026-27 General Fund Budgets in the amount of $78,000 each year. This will enable staff to pay the monthly invoices for the citywide copier and reprographics high- production digital equipment lease and maintenance services.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goal:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
PREPARED BY: Joshua Koenig-Brown, Facilities Manager
Alexander Wallsten, Assistant Analyst
FIN:201-10\aw\jkb\H:\COMMON\Council\2025\Facilities\09092025 Canon Copier Budget Request.docx