TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve the Equipment Removal/Buyout Authorization between the City of North Port and Ricoh USA, Inc.
Recommended Action
Option 1: Approve the Equipment Removal/Buyout Authorization between the City of North Port and Ricoh USA, Inc.
City Commission Options
Option 1: Approve the Equipment Removal/Buyout Authorization between the City of North Port and Ricoh USA, Inc.
* Pros: The Ricoh equipment will be picked up.
* Cons: We will continue to store equipment that is no longer in use.
Option 2: Deny the Equipment Removal/Buyout Authorization between the City of North Port and Ricoh USA, Inc.
* Pros: Staff have not identified a pro to deny this item.
* Cons: The Ricoh equipment will be picked up and staff will gain space back that is being used to store these copiers.
Background Information
In June 2025, the City of North Port submitted a formal termination letter to Ricoh regarding existing leased and/or owned equipment. As part of Ricoh's formal off-boarding and equipment return process, the company has now requested completion of an Equipment Removal/Buyout Authorization Form. This document serves as Ricoh's required authorization allowing them to remove, pick up, or process any applicable buyout associated with the equipment previously under lease or ownership.
The Equipment Removal/Buyout Authorization Form outlines Ricoh's procedures for equipment retrieval, including verification of ownership or lease status, acknowledgement of customer responsibilities, and confirmation that Ricoh may rely on the City's written removal requests. It also clarifies the City's obligation to handle its own data retention and any legal requirements related to data stored on the devices, as Ricoh does not assume responsibility for data management during removal.
Completion of this document is necessary for Ricoh to finalize the physical removal and/or f...
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