TO: ADAM PIRRIE, CITY MANAGER
FROM: JAMIE EARL, ASSISTANT CITY MANAGER
DATE: OCTOBER 28, 2025
Reviewed by:
City Manager: AP
SUBJECT:
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AUTHORIZATION TO ENTER INTO AN AGREEMENT WITH CANON SOLUTIONS OF AMERICA, INC. FOR THE LEASE AND MAINTENANCE OF PHOTOCOPY AND PRINT EQUIPMENT (FUNDING SOURCE: GENERAL FUND)
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SUMMARY
In October 2020, the City entered into a lease and service agreement with Canon for the use and maintenance of Citywide photocopy and printing equipment. This agreement is set to expire on November 1, 2025.
To prepare for the renewal, staff conducted an internal survey to evaluate the performance of the existing copiers. The results showed that Canon’s equipment and service continue to meet the City’s needs. Based on these findings, staff recommends entering into a new five-year agreement with Canon Solutions of America Inc., for the lease and maintenance of nine new copiers across City departments.
RECOMMENDATION
Recommended Action
Staff recommends the City Council:
A. Authorize the City Manager to enter into an agreement with Canon Solutions of America, Inc. for the replacement and maintenance of photocopy and print equipment for a five-year term at a total cost not to exceed $202,946.20; and
B. Appropriate $4,342.16 in unassigned General Fund balance to fund the increased costs estimated in 2025-26.
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ALTERNATIVE TO STAFF RECOMMENDATION
In addition to the staff recommendation, there are the following alternatives:
• Request additional information from staff.
FINANCIAL REVIEW
Based on Canon’s proposal, the annual cost of leasing nine photocopiers and printing equipment is $32,884.32. In addition, annual print charges are estimated at $5,704.92 with a $2,000 print contingency, bringing the total to $7,704.92. The total projected annual cost is $40,589.24. Over a five-year term, this results in an estimated total of $202,946.20.
Under the new agreement with Canon, the lease and printing costs for nine copiers are projected to increase by approximately $6,513.24 per year. This is due in part to the fact that the City’s last copier lease was executed in 2020; the cost of equipment, maintenance, and supplies has increased significantly since that time. Industry-wide increases in manufacturing costs, supply chain disruptions, and inflation have led to higher lease rates for new devices. Additionally, the new agreement increases the number of copiers from seven to nine units. This increase addresses operational gaps identified by staff, ensures coverage in high-demand areas, and provides greater redundancy to support City services.
Funding for copier leases and printing in the amount of $34,076 is included in the 2025-26 General Fund budget. Staff recommends an appropriation in the current fiscal year of $4,342.16, which represents 8/12ths of the first year’s contract term that begins in 2025-26, and will request the funds needed for future fiscal years in upcoming budget development cycles.
To secure the most competitive pricing and service levels within the City’s purchasing policy, staff recommend leveraging OMNIA Contract #2020002755. This agreement allows municipalities throughout the state to utilize pre-negotiated national government pricing. This option represents the most advantageous path forward for the City.
The staff time required to research this issue, prepare documentation and complete this report is estimated at $800. This cost is included in the operating budget of the Administrative Services budget.
ANALYSIS
On October 13, 2020, the City Council approved a 48-month lease agreement for seven Canon multifunction copiers through an OMNIA cooperative purchasing contract. That lease, along with the associated maintenance agreements, will expire in November 2025.
In preparation for this upcoming expiration, staff evaluated several options, including:
• A cost comparison of alternative products.
• A staff satisfaction survey regarding the performance of the current copier fleet.
• A review of service levels and vendor support.
The survey results confirmed that the current Canon units continue to meet the City’s workload needs and scored particularly high in reliability and customer service. In addition, the survey highlighted opportunities for improvement, which have been incorporated into the current proposal. The new features include:
1. Replacement of the HP printer in the City Manager’s Office with a Canon multifunction copier.
2. Expanded color printing with consistent, high-quality resolution.
3. Support for specialty print jobs such as tri-fold brochures, fliers, and glossy paper.
4. Enhanced secure print functionality.
5. Improved scanning, including double-sided scanning in a single pass.
6. Finishing features such as stapling and hole-punching.
7. Integrated faxing capabilities, including a replacement solution for the Police Department Records fax line, which is currently inoperable.
8. Higher-quality color printing at Hughes Center for public-facing documents.
Based on the evaluation, staff recommends entering into a new five-year lease with Canon Solutions America, Inc., through the OMNIA cooperative agreement. This agreement will provide a total of nine brand-new multifunction copiers, an increase from the current seven units. The total cost of the agreement over the five years is estimated at $202,946.20.
A five-year lease secures service and printing costs, protecting the City from increases in equipment and maintenance costs. While copier technology evolves gradually, new models offer steady improvements in speed, reliability, efficiency, and quality, ensuring staff continue to have modern, effective tools for daily operations. The costs of equipment, maintenance, and supplies have grown substantially due to industry-wide increases in manufacturing, supply chain challenges, and inflation, resulting in higher lease rates for new devices. Additionally, the new agreement expands the City’s copiers by two devices, along with the enhanced features, addresses operational gaps identified by staff, improves productivity, and better supports both internal and public-facing functions.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jamie Earl Edgar Trenado
Assistant City Manager Information Technology Officer