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Consider a memorandum/resolution approving the renewal of the copier lease services agreement with Kirbo’s Office Systems for an additional 60-month term in the amount of $371,100.
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DATE: October 20, 2026
TO: Laurie Wilson, Interim City Manager
FROM: Judith Tangalin, Executive Director of Finance
SUBJECT: Renewal of Copier Lease Services Agreement with Kirbo’s Office Systems
BACKGROUND AND FINDINGS:
Prior to October 2021, the City maintained individual leases for 55 copiers across five (5) different vendors. On October 19, 2021, City Council awarded RFP 21-04, Copier Lease Services, to Kirbo’s Office Systems for a 60-month term. The agreement established a master lease that allowed the City to transition individual copier leases to Kirbo’s as the existing leases expired. Over the initial five (5)-year term, copiers were transitioned to the master agreement with a common expiration date. The City currently has 58 copiers under one master lease with Kirbo’s.
The current agreement expires on December 1, 2026, and includes an option to renew for an additional 60-month term. The proposed renewal would extend the agreement through December 1, 2031. During the initial contract term, Kirbo’s has provided reliable customer service, met the City’s equipment needs, and maintained the City’s current lease rates. The renewal will also allow aging equipment to be replaced while maintaining the consolidated master lease and existing pricing.
THE ALTERNATIVES CONSIDERED:
N/A.
Which alternative is recommended? Why?
Staff recommends Renewing the agreement will maintain continuity of copier services, allow for the replacement of aging equipment, and maintain the City’s current lease rates. The renewal will also provide a full five-year term for the consolidated copier fleet. During the initial agreement, equipment was transitioned from multiple existing leases to the Kirbo’s master agreement as those leases expired.
CONFORMITY TO CITY POLICY:
Yes, thi...
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