CC SR 20231017 E - Canon Lease Additions
CITY COUNCIL MEETING DATE: 10/17/2022
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration and possible action to lease two new Canon devices for 46 months.
RECOMMENDED COUNCIL ACTION:
(1) Authorize the City Manager to enter into a 46-month lease agreement with Canon
Solutions American for two new devices for Ladera Linda Community Park and the
Public Works Department.
FISCAL IMPACT: The estimated total cost for this new 46-month lease is approximately
$44,000. This includes lease payments of $34,000 and estimated
service and use charges of $10,000. The addition of the two
requested devices will bring the total value of the Canon lease
agreement signed in May 2022 to an estimated $274,000.
Amount Budgeted: $292,600
Additional Appropriation: N/A
Account Number(s): 681-400-0000-8101 ($262,600)
(Equipment Replacement Fund – Equipment & Furniture)
101-400-1470-5201 ($30,000)
(General Fund – IT/Repairs & Maintenance) VR
ORIGINATED BY: Lukasz Buchwald, IT Manager
REVIEWED BY: Karina Bañales, Deputy City Manager
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHMENTS:
A. May 3, 2022 staff report
B. Canon proposal to lease two additional devices (page B-1)
BACKGROUND AND DISCUSSION:
On May 3, 2022, the City Council authorized the City Manager to enter into a five-year
lease agreement estimated at a $230,000 value with Canon Solutions America for nine
new Canon multifunction devices (Attachment A). Staff has been very happy with the
performance and reliability of all the Canon machines and would like to add the following
two devices to the lease agreement:
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1. Multi-Function Copier (model: Canon DX C5840i
With the upcoming opening of the new Ladera Park Community Park, one smaller
multi-function copier will be needed to enable the park staff to perform day-to-day
duties.
2. Large Format Plotter (model: Canon TX3100 MFP)
The Canon plotter in the Public Works Department (leased from CEBA) has
reached the end of its lease and Staff recommends upgrading it to a newer model
(the same model as the Community Development plotter currently being leased
from Canon).
The new 46-month lease agreement for the two additional devices will align with the
existing lease and expire in May 2027. This should enable Staff to replace all the aging
devices at the same time and through a single procurement process, if necessary.
OMNIA Partners – National IPA Cooperative Agreement
As with the original lease proposal from May 2023, this proposal from Canon utilizes
OMNIA Partners – National IPA Cooperative Contract terms and pricing. The OMNIA
Partners, Public Sector (formerly known as National IPA) Cooperative Purchasing
Program (OMNIA Partners Program) provides members with favorable, negotiated terms
and significant pricing discounts and is a leading cooperative purchasing organization for
public agencies, educational institutions, and nonprofits across the United States. OMNIA
Partners competitively bids and awards contracts to national vendors in accordance with
purchasing procedures mandated by state procurement laws and regulations. A
cooperative agreement such as this one is a great procurement vehicle for acquiring
software and hardware for many government agencies throughout California.
The OMNIA Partners Program utilized for this Canon lease uses the County of DuPage
Contract No: FI-R-0251-18 effective October 1, 2018, with Canon Solutions America, Inc.
Purchase Order
Similar to the existing lease from May 2022, the City can simply issue a purchase order
with the provision below incorporating the master contract:
“Notwithstanding any provision of this purchase order to the contrary‚ the use of this
purchase order shall be for Customer’s [or Buyer’s] administrative convenience and any
terms and conditions on this purchase order which conflict with or vary from the terms
contained in Contract FI-R-0251-18 effective 10–1–2018 between Canon Solutions
America, Inc., and DuPage County‚ shall be deemed null and void.”
This ensures that the original pre-negotiated agreement with DuPage County has the
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ultimate power when it comes to the terms and conditions. The OMNIA Partners Program
has been reviewed and approved by the City Attorney’s Office.
CONCLUSION:
Staff therefore recommends entering into a 46-month lease agreement with Canon
Solutions America to add two new devices to our existing Canon fleet.
ALTERNATIVES:
In addition to Staff recommendation, the following alternative actions are available for the
City Council’s consideration:
1. Do not authorize the City Manager to issue a purchase order to Canon Solutions
America to lease two additional devices.
2. Direct Staff to seek alternate solutions.
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Proposal Prepared for:10/10/2023
Dept:City of Rancho Palos Verdes Attachment B
Contact:Mr. Lukasz Buchwald
(310) 544-5311
lbuchwald@rpvca.gov
Location:30940 Hawthorne Blvd
Rancho Palos Verdes, CA 90275
Refer in PO:Canon Government/Education Quotation - OMINA Partners Agreement # F1-R-0251-18
Ledera Linda Community Center & Park
Qty Description City of RPV -
OMNIA Price
46 Mo Co-Term
Lease FMV
60 Mo Lease
FMV
1 IMAGERUNNER ADVANCE DX C5840i (40 PPM)9,462.57$
1 CASSETTE FEEDING UNIT (4 Drawers)Included
1 INNER FINISHER - w Auto Stapling Included
1 SUPER G3 FAX BOARD Included
1 ESP NEXT GEN PCS POWER FILTER 120VOLTS 15 AMP Included
1 MID VOLUME CONNECTIVITY INSTALL Included
1 INSTALL PAK DX C5840i Included
1 SUBSCRIPTION SUPPORT SERVICES 6 UNIT BLOCK Included
SUB TOTALS 9,462.57$ 235.90$ 182.53$
Community Development Dept
1 36" IMAGEPROGRAF TX-3100 MFP Z36 SCANNER W/BASKET 17,070.44$
1 MULTIFUNCTION ROLL UNIT RU-32 Included
1 CUTTER BLADE CT-07 Included
1 MAINTENANCE CARTRIDGE MC-30 Included
1 ROLL HOLDER SET RH2-34 Included
1 ESP NEXT GEN PCS POWER FILTER 120VOLTS 15 AMP Included
1 CSA IMAGEPROGAF (36 INCH) MFP INSTALL PAK Included
1 CUSA IPF TX3100 MFP 4 YEAR + 9 MO. EXTENDED SERVICE ECAREPAK Included
SUB TOTALS 17,070.44$ 425.57$ 329.29$
TOTALS 661.47$ 511.82$
Plus Tax Plus Tax
Model Maintenance
CANON SOLUTIONS AMERICA INC.
C5840i ALL COPIES/PRINTS AT: $0.0077/ image Black & White
$0.042 / image Color
NO MINIMUM MONTHLY VOLUME REQUIREMENT
Includes:ON SITE SERVICE, ALL PARTS, LABOR, TONER & STAPLES SUPPLIES, EXCEPT PAPER.
FIXED ANNUAL TERM UP TO 5 YEARS AND BILLED QUARTERLY.
Service is provided during normal buisness hours Monday through Friday.
For any further information regarding this quotation, please contact:
Mark Leestma
Major Account Executive - Government / Education
Canon Solutions America, Inc.
3900 Kilroy Airport Way, Ste 215
Long Beach, CA 90806
Phone: (562) 285-1743
Cell: (714) 606-8267
mleestma@csa.canon.com
National IPA "Notwithstanding any pre-printed provision of this pre-printed Purchase Order to the contrary, the use of this Purchase Order
Verbiage for shall be for the Customer's administrative convenience only and any terms and conditions on this Purchase which
Description conflict with, vary from or supplement the terms contained in Contract F1-R-0251-18 dated 10-1-2018 between
in PO:Canon Solutions America, Inc. and the County of DuPage, Illinois, shall be deemed null and void."
B-1