Per Boyd's emails (3/2/2026 and 6/9/2026): one remanufactured Ricoh C3500 series unit at each hotel, $170/unit/month on the 60-month term ($340 total), with 1,250 B/W and 250 color prints included per machine per month. HOURP alone averages 1,496 color pages a month (exact meter readings, Hernandez invoices 242084 / 245296 / 246974), so HOURP will run ~1,246 color pages of overage a month. At the $0.07 color overage rate from Ubeo's February proposal, that is $87.22/month on top of the base, billed quarterly as a ~$262 invoice. B/W is fully covered at both hotels.
From Boyd Sheffield's email, 3/2/2026: Ricoh C3500 series units (remanufactured), per unit per month. Ace confirmed 60 months on 6/9/2026; DocuSign agreements (one per entity, Howdy Hotels LP and Rodeo Hotels LP) were ready as of Boyd's email this morning, 6/11/2026.
| Term | Per unit | Both hotels | 60-mo total of base payments | |
|---|---|---|---|---|
| 36 months | $210 | $420 | ||
| 48 months | $190 | $380 | ||
| 60 months | $170 | $340 | $20,400 (sixty $340 payments, term and price per Boyd 3/2/2026 email) | selected |
Included per machine per month: 1,250 B/W + 250 color (Boyd, 3/2/2026: "we would include 1250 b/w and 250 prints color for each deal per month"). Overage rates of $0.015 B/W and $0.07 color, billed quarterly, are from Ubeo's February 2026 proposal PDF (assumption that they carry to the new agreement: verify on the DocuSign before signing).
| Property | Base | B/W pages/mo | Color pages/mo | Color over 250 allowance | Overage @ $0.07 | Effective monthly |
|---|---|---|---|---|---|---|
| HOURP (Rodeo Hotels LP) | $170.00 | 170 meter | 1,496 meter | 1,246 | $87.22 | $257.22 |
| HOUZN (Howdy Hotels LP) | $170.00 | ~1,000 per Boyd | ~500 per Boyd | ~250 | $17.50 | ~$187.50 |
| Total (sum of the two property rows above) | $340.00 | $104.72 | ~$444.72 |
HOURP figures are the 4-month exact meter average (invoices 242084, 245296, 246974, periods Dec 24 2025 to Apr 23 2026). HOURP's peak observed color month was ~1,987 pages (Oct 24 to Nov 23 2025 period, derived from QBO invoice 239099 dollars at contract rates); in a month like that HOURP's effective cost is $291.59 (170 + 1,737 x $0.07). HOUZN volumes are Boyd's own numbers from the 3/2/2026 email ("running closer to 1000 b/w... you do run some color 500 plus on Average"); Ubeo services HOUZN today so he is reading their meters. B/W is under the 1,250 allowance at both properties. Overage bills quarterly, so expect a combined ~$314 overage invoice every 3 months (104.72 x 3) rather than a monthly charge.
| Property | Today | Today $/mo | Ubeo 60-mo effective | Change |
|---|---|---|---|---|
| HOURP | LEAF lease on Kyocera 356ci $243.52 + Hernandez per-page contract avg $77.49 (QBO LEAF entries; invoices 242084/243768/245296/246974) | $321.01 | $257.22 | -$63.79 |
| HOUZN | Existing Ubeo machine (Ricoh MP C4504): $3,016.85 paid across the 7 months Oct 2025 through Apr 2026, $430.98/mo average; payments are lumpy and may include catch-up on arrears (QBO, vendor Ubeo LLC, property HOUZN) | $430.98 | ~$187.50 | -$243.48 |
| Total (sum of the two property rows above) | $751.99 | ~$444.72 | -$307.27 |
Savings are real only if the old obligations actually end. See the watch-outs below. The Hernandez 358ci quote from February (the cheaper-on-paper option at $209.60/mo effective for HOURP) is retired from consideration: Ace's call 6/11/2026, Ubeo's service is better, and Ubeo covers both hotels under one vendor.
Color is billed in toner-coverage tiers under the current Hernandez contract (Level 1 = low coverage). 89% of HOURP's color pages are Level 1 (1,326 of 1,496 avg, invoices 242084/245296/246974). Under Ubeo all color bills at one flat rate, so the tier mix stops mattering.
| Billing period | Invoice | B/W | Color L1 | Color L2 | Color L3 | Total color | Total pages | Basis |
|---|---|---|---|---|---|---|---|---|
| 9/24 to 10/23/25 | 237402 | ~69 | ~1,536 | ~331 | ~81 | ~1,948 | ~2,017 | estimate |
| 10/24 to 11/23/25 | 239099 | ~138 | ~1,665 | ~264 | ~58 | ~1,987 | ~2,125 | estimate |
| 11/24 to 12/23/25 | 240577 | ~229 | ~1,009 | ~296 | ~107 | ~1,412 | ~1,641 | estimate |
| 12/24 to 1/23/26 | 242084 | 77 | 1,616 | 80 | 73 | 1,769 | 1,846 | meter |
| 1/24 to 2/23/26 | 243768 | 304 | 1,212 | 42 | 79 | 1,333 | 1,637 | meter |
| 2/24 to 3/23/26 | 245296 | 177 | 1,366 | 158 | 88 | 1,612 | 1,789 | meter |
| 3/24 to 4/23/26 | 246974 | 123 | 1,109 | 116 | 46 | 1,271 | 1,394 | meter |
| Average of 4 exact meter months | 170 | 1,326 | 99 | 72 | 1,496 | 1,667 | ||
Meter rows are read directly off Hernandez invoices 242084, 245296, 246974 (scans attached to GM invoice emails, Gmail msg ids 19c9ab65348b741a, 19dde9fdd16e0529, 19e17a12389f7936). The 1/24 to 2/23 row is exact via meter continuity: invoice 242084 ending meters vs invoice 245296 beginning meters, reconciling to the penny against the QBO entry for invoice 243768 ($71.04 + 8.25% tax = $76.90). Estimate rows are derived from QBO line dollars (RevParPro pl_transactions, vendor Hernandez Office Solutions) divided by contract per-page rates, net of 8.25% sales tax; the 237402 row also assumes the bookkeeper shifted the tier labels by one, so treat it as approximate. Lifetime meters as of 4/23/2026: 62,310 B/W and 117,219 color (109,557 + 11,744 + 5,918), per invoice 246974.