From
Bryce Davis, Purchasing Manager
Title
Copier leases from Ricoh in the total estimated amount, over all lease years, not-to-exceed $1,000,000 through a national interlocal agreement with Department of Information Resources (DIR)
Presenter
Bryce Davis, Purchasing Manager
Recommended Action
Approve
Analysis
The City currently leases copier machines from Ricoh and have been doing so since 2014. City Staff are pleased with the current equipment & customer service from this vendor. With the growth of the City, additional units and upgrades to Ricoh units were added at the DIR contract lease prices. Because of this, the current machines installed across all City facilities today, have various lease implementation and expiration dates with the furthest date of February 22, 2023.
With the expiration of the former DIR-Ricoh contract(DIR-TSO-3041), any new leases, to include re-leasing and re-financing option on our current fleet of 59 machines, must be in accordance with the new DIR-Ricoh contract (DIR-CPO-4435) also having the benefit of saving the City approximately $28,147.58 when fully transitioned. City Staff would like to take this opportunity to strategically enter into various length leases to neatly tie all future lease expiration dates to the expiration date of the DIR-Ricoh contract. Additionally, the city pays a color copy charge and a black/white copy charge which average approximately $75,000 annually.
Fiscal Estimated annual expenditure Estimated annual expenditure Copy Total expenditure
Year through former DIR contract through current DIR contract Charges regardless of source
2018-19 $128,358.48 $0 $75,000 $203,358.48
2019-20 $113,504.48 $11,380 $75,000 $199,884.48
2020-21 $67,382.44 $56,076.80 $75,000 $198,459.24
2021-22 $56,605.72 $65,876.80 $75,000 $199,482.52
2022-23 $50,726.78 $71,557.90 $75,000 $197,284.68
2023-24 $0 $120,533.90 $75,000 $195,533.90
Grand Total of years 2019-2024: ...
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