Agenda Item Wording:
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Authorization to purchase copiers and printers - Authorize the City Manager to enter into a purchase agreement with Clines Business Equipment in the amount of $317,291 to purchase copiers and printers and enter into a 5-year maintenance and supply agreement not to exceed $55,000 annually utilizing the competitively bid National Association of State Procurement Officials ValuePoint master agreement.
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Prepared by:
Jaime Salazar, IS Supervisor, 559-713-4121, jaime.salazar@visalia.gov
John Howison, IS Manager, 559-713-4122, john.howison@visalia.gov
Renee Nagel, Finance & Technology Director, 559-713-4375, renee.nagel@visalia.gov
Department Recommendation: Authorize the City Manager to enter into a purchase agreement with Clines Business Equipment, Inc. in the amount of $317,291 to purchase copiers and printers and enter into a 5-year maintenance and supply agreement not to exceed $55,000 annually utilizing the competitively bid National Association of State Procurement Officials (NASPO) ValuePoint 187962 Master Agreement.
Summary:
Information Services (IS) manages the citywide technology equipment and software. To replace technology, the City sets aside depreciation funds annually in the IS Fund. The depreciation schedule is based on the life of the equipment or software. Copiers and printers are on a five-year depreciation cycle. The copiers and printers being replaced have been in service for seven years. To maintain operational efficiency and ensure reliable document services, copiers and printers that have reached their end-of-life will be replaced. End-of-life is determined by factors such as manufacturer support expiration, increased maintenance costs, and declining performance.
Background Discussion:
IS evaluated the current fleet of copiers and printers and identified 59 copiers and 24 printers that need to be replaced due to the age of the equipment and operational concerns. IS staff are starting to see equipment failures and more frequent requests for maintenance. The existing copiers were audited for usage type and volume, and the replacement devices have been sized carefully to fit the needs of each specific work area. Using Konica Minolta reduces staff training and IS configuration time since the interface is the same as the existing copiers.
Fiscal Impact including annual maintenance and operating costs: The current budget has two projects, one for replacement of copiers for $300,000 (5110-72000/EQ0067-999) and one for printer replacement for $67,000 (5110-72000/CP8248-999). The copier purchase is $295,547.85 and the printer purchase is $21,742.69 for a total equipment replacement price of $317,290.54. The cost for annual maintenance of $55,000 for machines, toner, imaging drums, pickup rollers, fuser and cleaning kits is budgeted in the department’s operating budgets.
Prior Council Action: In February 2018 Council awarded the copier purchase and copier maintenance agreement to Cline’s Business Equipment.
Alternatives: Reject the request to purchase the copiers and direct staff to find an alternative method to maintain existing equipment.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to authorize the City Manager to enter into a purchase agreement with Clines Business Equipment, Inc. in the amount of $317,291 to purchase copiers and printers and enter into a 5-year maintenance and supply agreement not to exceed $55,000 annually utilizing the competitively bid National Association of State Procurement Officials (NASPO) ValuePoint Master Agreement.
Environmental Assessment Status: N/A
CEQA Review: N/A
Deadline for Action: 2/17/2026
Attachments:
NASPO Clines Quote 2026.pdf
NASPO Clines Contract.pdf
Strategic Goal:
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☒  Economic Vitality |
☒  Organizational Excellence |
☐ Fiscal Strength |
☐  Infrastructure & Growth |
☐  Quality of Life |