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City of San Leandro <br />Meeting Date: November 5, 2018 <br />Staff Report <br />Agenda Section:File Number:18-525 CONSENT CALENDAR <br />Agenda Number:8.D. <br />TO:City Council <br />FROM:Jeff Kay <br />City Manager <br />BY:Jeff Kay <br />City Manager <br />FINANCE REVIEW:David Baum <br />Finance Director <br />TITLE:Staff Report for a City of San Leandro City Council RESOLUTION to Authorize <br />the City Manager to Execute a Five-Year Lease Agreement with Ray Morgan <br />Company for the Canon Color Copier in Central Services (total amount of <br />$71,940 payable in monthly installments of $1,199) <br />SUMMARY AND RECOMMENDATIONS <br />Staff recommends that the City Council approve a resolution that authorizes the City Manager to <br />approve a five-year lease with the Ray Morgan Company for a Canon color copier that is used by <br />staff in Central Services. Based on pricing, to maintain equipment already in use and superior <br />customer service, staff recommends a sole-source purchase. <br />BACKGROUND <br />The City of San Leandro has leased a color copier from the Ray Morgan Company (previously <br />known as New Cal) for 10 years. The Canon color copier is used extensively in Central Services <br />to develop high quality printed materials for City departments. <br />Analysis <br />The City of San Leandro maintains a high-quality reproduction color copier that is housed in <br />Central Services, located at City Hall. Staff uses it to print promotional marketing materials such <br />as flyers and brochures for City events, including but not limited to the Cherry Festival, Summer <br />Reading booklets, the Senior Resource Fair, Police Department outreach tri-folds and many <br />other events and programs that reach the entire community. <br />The City is charged monthly over the course of the five-year lease. The amount of the lease is all <br />inclusive and covers the graphic software that is used to develop and send files to the copier, staff <br />training, toner/ink, parts and labor, maintenance and service calls. <br />Page 1 City of San Leandro Printed on 10/30/2018