Board approves Xerox copier lease for selected campuses after prior Sharp issues; trustees seek uptime language for future contracts
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Summary
Trustees approved a multi‑year lease to place Xerox copiers at a set of campuses whose leases were expiring, moving some locations back from Sharp after recurring reliability concerns. The motion passed unanimously and administrators said they will review contract language about service uptime for future procurements.
At the Oct. 14 meeting the Pearland ISD board approved a contract to provide Xerox copiers and services at a set of district campuses whose existing leases were expiring. Trustees said the action will replace older Xerox machines on some campuses and will not replace the Sharp fleet currently installed at a different set of sites.
Trustee discussion focused on recurring reliability and service concerns reported with Sharp machines at some campuses. Administration said the district had previously executed a competitively bid cooperative contract (HCDE/Choice Partners) and then negotiated lower pricing under that cooperative. Purchasing coordinator Genesia Lockett and other staff described the procurement, which used the cooperative pricing, and said the district negotiated costs below the cooperative ceiling.
Trustees asked whether the district has an “out” in multi‑year agreements if vendor service is deficient. Purchasing staff and administration said most cooperative master agreements set the terms but that some remedies are available (replacement of non‑performing units, service escalation and vendor change at contract expiration). Administration said the Sharp contract still has time remaining for campuses currently on that fleet and there is not an immediate district‑wide swap—this action addresses campuses whose Xerox leases were expiring.
Trustee Scheffler moved to approve the contract; the motion carried 6–0 (Trustee Weimer absent). Purchasing coordinator Genesia Lockett was introduced to the board during the vote and said staff will continue to monitor service performance and report back on any future contractual remedies or opportunities to incorporate uptime or service-level language.
