City Council Staff Report Page 1 of 3 October 14, 2025
Agenda Item No. 4.2
DATE: October 14, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Joan Malloy, City Manager
SUBJECT: Adopt a Resolution Authorizing the City Manager to Enter into an Agreement with Global Office, Inc., for a Five-Year Lease of Seventeen (17) Multifunction Printers and a Maintenance Agreement
EXECUTIVE SUMMARY
Staff recommends that the City Council adopt a resolution authorizing the City Manager to enter into an agreement with Global Office, Inc., for a five-year lease of seventeen (17) multifunction printers. The total cost of the lease is $153,521.40 plus tax, with an additional maintenance agreement charged at a rate of $0.005 per black and white print and $0.046 per color print. This initiative aims to enhance the City's printing capabilities by replacing existing printers with new, more efficient models and includes comprehensive maintenance, software, and training. The proposal from Global Office, Inc., was selected based on its cost-effectiveness and feature-rich printers.
STRATEGIC PLAN ALIGNMENT
Although entering into a new lease for multifunction printers was not a specific task in the Strategic Plan, the opportunity aligns with Goal B - Governance and Organization effectiveness.
BACKGROUND
In 2020, the City entered into a five-year lease agreement with KBA for seventeen (17) Kyocera Multi-Function Printers/Copiers (MFPs). These MFPs are strategically located across various city facilities, including City Hall (5 upstairs, 2 in Police), Senior Center (1), Kennedy Center (1), Corporation Yard (1), Sports Center (1), Holly Center (1), Decoto Center (1), ARC (2), Union Landing (1), and CERT Building (1). The specific types of MFPs were selected based on anticipated usage and required features. The total fiveyear lease cost was $170,172.00. The lease expired on June 1, 2025, and is currently being extended on a month-to-month basis.
In 2022, the City leased a new Kyocera TASKalfa 8353ci Multi-Function Printer/Copier from KBA for the Police Records office, with the lease set to expire in 2027. Additionally, in 2023, the City purchased a Kyocera P8060cdn Multi-Function Printer for Public Works.
In total, the City currently has 19 MFPs. With the new lease, there will be a total of 18 Agenda Item No. 4.2
City Council Staff Report Page 2 of 3 October 14, 2025
MFPs, as the total MFP count is being reduced by one. However, only 17 are being included in the new lease at this time, with one free loaner being provided by Global Office to replace the current Police Records MFP, which is currently under a lease agreement that does not expire until 2027. In 2027, the free loaner copier will be incorporated into the lease, and there will be 18 MFPs for the remaining three years of the lease. The amendment to the lease agreement will be presented to the City Council for approval in 2027. Also, the MFP purchased in 2023 for Public Works will be sold and replaced by one of the Canon MFPs as part of this new lease with Global Office.
DISCUSSION
For the Multi-Function Printer/Copier refresh, staff conducted a comprehensive evaluation of four vendor proposals. The proposals were assessed based on equipment features, lease price, per print cost, software, deployment, and services included in the maintenance agreement. The maintenance cost of the MFPs is separate from the lease and is charged monthly, quarterly, or yearly using a per-page print cost. From 2020 to 2025, the City printed an average of 387,188 black and white and 260,940 color pages per year. Staff used these average print counts to estimate the yearly maintenance cost of each vendor proposal. To reduce the lease cost, staff reviewed the average annual print count of each printer to determine if any printer location should be removed. It was determined that one MFP printer can be removed from City Hall, with its usage absorbed by the other MFPs.
The proposal from Global Office, Inc. provided the lowest cost when combining the lease and maintenance per-page print cost. The lease will initially include a total of seventeen (17) printers and one loaner MFP, at no cost, for Police Records. The MFP locations are City Hall (5 upstairs, 3 in Police), Senior Center (1), Kennedy Center (1), Corporation Yard (1), Sports Center (1), Holly Center (1), Decoto Center (1), ARC (2), Union Landing (1), and CERT Building (1). The proposal includes the removal of the existing MFPs, installation of new MFPs, print software, training, and a comprehensive maintenance agreement. In staff testing, the Canon Multi-Function printer/scanners allowed for the scanning of mixed paper types, quick print speeds, and an intuitive touch screen. The proposal also includes the migration of our printing software from an on-premise solution to a cloud-based service, enabling new features and capabilities.
The proposal from Global Office, Inc. leverages the National Association of State Procurement Officials (NASPO) CA State contract pricing.
FISCAL IMPACT
Adoption of the resolution will authorize the lease cost of $153,521.40 plus tax, and the per-page print cost of the maintenance agreement. The cost will be paid via the IT Account No. 11017001-54217.
As there are sufficient funds budgeted to cover the initial one-time payment and service fees, there will be no fiscal impact to the FY 2025-2026 Adopted Budget. The future lease and maintenance fees will be appropriated as part of the biennial budget process.
RECOMMENDATION
Staff recommends that the City Council adopt a resolution authorizing the City Manager to enter into an agreement with Global Office, Inc. for a five-year lease of seventeen (17) Agenda Item No. 4.2
City Council Staff Report Page 3 of 3 October 14, 2025
multifunction printers, and a free loaner MFP for two years, for a total cost of $153,521.40 plus tax and a maintenance agreement that is charged at a rate of $.005 per black and white print and $.046 per color print.
Prepared by: Mario Vallejo, Director of Information Technology Submitted by: Mario Vallejo, Director of Information Technology Attachments
1. Global Office Inc MFP Lease Proposal
2. Draft Resolution