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Avenal council approves 60‑month copier lease; staff cites savings from bringing utility billing in‑house
Summary
After reviewing four vendor bids, staff recommended and council approved a 60‑month lease with Image 2000 for three new copiers and signaled plans to add an in‑house folding/stuffing/mail capability to produce utility bills and reduce contracted mailing costs.
The Avenal City Council on Jan. 9 approved Resolution 2025‑07 authorizing a 60‑month lease agreement with Image 2000 for three high‑volume copier machines, following a staff comparison of four vendor proposals.
IT and administrative staff told the council the current primary printer has reached end‑of‑life and has required increasingly frequent maintenance that leaves the city without printing capability for days. Staff evaluated proposals from CA Reading, Image 2000, American Business Machines and California Business Machines and judged Image 2000 offered the best balance of machine performance and vendor support for the city’s high‑volume needs.
Staff said a leased solution preserves vendor support and service response (avoiding unsupported out‑of‑warranty hardware) and reduces pressure on limited internal IT resources. The city also plans to lease or purchase a stuffing/folding unit so it can produce and mail utility billing in‑house; staff said bringing that work inside could offset lease payments and lower ongoing per‑bill costs.
Council asked about buy‑versus‑lease economics and service response times. Staff said purchasing machines outright would reduce lease expense by several thousand dollars but would not include a support contract, which is critical for high‑volume production; vendor response times and remote support experience were important selection factors.
The resolution passed on roll call. Staff estimated the new lease would produce modest monthly savings to the administrative services budget and projected additional operational savings as utility‑billing mail production is brought in‑house.
