Committee approves consent minutes and extensions for mailing and print services; all measures recommended to council

The Oxnard City Finance and Governance Committee on June 10 approved the consent agenda minutes and recommended City Council approve two procurement items: an amendment with InfoSend for utility bill and business license printing and mailing services, and a five-year managed print, scan and copy agreement with Toshiba America Business Solutions.

The committee approved the consent minutes for the May 27, 2025 finance and governance meeting by a 3-0 vote.

On item D2, staff recommended increasing the trade services agreement with InfoSend by $971,100 to cover printing, inserting and postage and extending the contract two years through June 30, 2027. Assistant Chief Financial Officer Sue explained about 80% of the requested increase covers postage costs after multiple U.S. Postal Service rate increases; staff said the city mails roughly 1,100,000 pieces of utility-related mail annually and that the monthly mailing cost equates to about $36,000 on average. Committee members voted 3-0 to recommend approval.

On item D3, the committee recommended the City Council approve a five-year agreement with Toshiba America Business Solutions for citywide managed print services. Staff presented contract figures in the staff report as $745,840.80 for five years with a 10% contingency listed as $74,005.84 and a total authorized amount described in the staff report (figures transcribed into the record as presented). Rob Rubin, chief information officer, told the committee toner and consumables are included under the agreement; "No, the toner are included," he said. Purchasing Manager Jennifer Yates described the contract's transition from purchasing to IT for operational management and said Toshiba had continued servicing devices on a month-to-month basis after the prior contract expired.

Both the InfoSend and Toshiba recommendations passed on roll-call votes of 3-0. The committee record shows staff will continue contract management tasks and periodic performance reviews with vendors.

Votes at a glance

- Consent: Approval of Finance & Governance Committee minutes from May 27, 2025 — approved 3-0. - D2 (InfoSend): Amendment to trade services agreement to increase amount by $971,100, extend through 06/30/2027 — recommended to City Council 3-0. - D3 (Toshiba): Five-year agreement for managed print/scan/copy services ($745,840.80 listed, plus 10% contingency listed) — recommended to City Council 3-0.

No public speakers were registered on items D2 or D3. Committee members asked staff for routine follow-up on procurement timing and invoice/payment practices when contracts lapse and move to month-to-month arrangements.