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CIO asks commission to approve 60‑month Ricoh lease for city copier fleet
Summary
City CIO Kevin Sunderland requested authorization for a 60‑month lease covering 14 multifunction copiers and 2 wide‑format devices under a state contract, with an annual lease cost of about $26,969.88 (roughly $2,247.49/month). Staff said service and removal are included and that Ricoh remained the best value compared with a ballpark Canon estimate that was higher.
Kevin Sunderland, the city’s chief information officer, asked commissioners to approve a five‑year lease for the municipal copier fleet at a work session.
Sunderland said the proposed agreement with Ricoh—sourced via a state/NASPO contract adopted by Florida’s procurement vehicle—would cover 14 multifunction copiers and two wide‑format machines used for large plans. He told the commission the annual lease cost is $26,969.88 (about $2,247.49 per month) and that the new agreement is roughly even with the previous contract while adding one additional device.
Sunderland said service calls and maintenance are included in the lease and the vendor will remove old equipment at contract end. He said staff conducted a market check and that a ballpark Canon solution appeared to be about $1,000 per month more; staff also said some manufacturers could not match the suite of configurations the city requires.
Commissioners asked about alternatives and in‑house service capacity; Sunderland said there is no staff capacity for copier repairs and that vendor service is part of the lease structure. The commission did not take immediate action; staff said the lease amount was appropriated in the FY 25/26 budget and would come back on the consent/agenda for authorization.
