County renews Peak (Xerox) five-year copier leases for three departments; staff say attorney reviewed changes
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Summary
The Erie County Board authorized the chair to sign three five‑year Peak (Xerox subsidiary) copier leases — for administration, the assessor’s office and the sheriff’s office — after staff confirmed the county attorney negotiated changes and departments reviewed fiscal impact forms showing differing per‑month costs.
The Erie County Board of County Commissioners on Aug. 19 authorized the chair to sign three five-year Peak (a Xerox subsidiary) lease agreements for the administration, assessor’s office and sheriff’s office.
County staff told the board that County Attorney Marita had reviewed and negotiated contract changes with the vendor’s attorney and that the agreements carry multiple subsidiary layers within the vendor organization. Lease terms are five years; each department’s packet included a fiscal impact form showing different base-lease and per‑impression costs depending on the department’s expected printing volume.
One commissioner said the county has participated in a master contract arranged by another local government in the past and that the shared contract model saved the county substantial sums. Staff said the county’s practice has been to lease machines on a five-year cadence, which also includes machine upgrades and removal of old equipment.
Staff described how peak-per‑print charges (PDS) were calculated by averaging three months of the prior year to produce the per‑print cost on the fiscal impact forms and confirmed monthly fees can vary between departments because of different included print‑page allowances and service terms.
Motions were made separately for each department’s approval and authorization of the chair’s signature on the Peak lease agreement, the PDS cost‑per‑print agreement and the fiscal impact form; each motion carried unanimously.