06-23-25-R - Laserfiche WebLink

Home Browse Search

CONSENT ITEM – 8E MEMORANDUM DATE: June 23, 2025 TO: Honorable Mayor and City Councilmembers FROM: Jessica Jagoe, City Administrator Jen Estling, Deputy City Clerk SUBJECT: Multi-Function Copy Machine Proposal Budgeted Amount: Actual Amount: Funding Source: $494.28 (monthly) TBD Multiple Funds Council Should Consider Motions to approve, table, or deny the following: • Authorize staff to execute a 3-year lease extension agreement with Marco Technologies. Background/Discussion The City’s current multi-function five-year copy machine lease with Marco Technologies, LLC expires September 24, 2025. We need to notify Marco if we wish to end our lease within 90 days prior to the end of the lease. Notice needs to be given no later than June 26, 2025, or the lease will automatically be extended by one year at the current rate. Staff requested proposals from four companies: Marco Technologies, Loffler, Metro Sales and Cannon Solutions. Three of the four companies provided proposals for a new lease, with Marco providing a new lease option and an option to extend the lease on the current machine by 3 years at a lower rate. The only quote provided by Metro Sales was at a lower cost, but with lower speed capabilities than our current machine. Loffler provided proposals for two separate machines and offered a discount if the contract were to be signed by June 30th. Staff requested lease pricing only. If the City were to purchase a new machine, it could expect it to last approximately five to seven years; there may be some residual value left in the machine at the end of its useful life, but it is unclear what that would be, especially considering how quickly technology is advancing and movement towards reducing paper copies. Historically, the City has leased the copier and staff is recommending we continue this same practice.