Committee backs new five-year print-management lease; vendor to replace Xerox with Canon fleet

The Finance Committee on Sept. 8 recommended authorizing a five‑year equipment lease and services agreement with UBEO (print management services) to provide multifunction print devices, desktop printers and centralized mailroom services for the city and the Board of Education.

Melinda Villanova, the city’s purchasing agent, told alderpersons the procurement used national cooperative contracts allowed by the city procurement ordinance and that UBEO was selected after a competitive review. UBEO will supply new Canon multifunction devices (not refurbished), continue the papercut badge-to-print system for secure release, operate the central mailroom at 54 Meadow Street, and provide e‑fax and data‑collection software in the cloud rather than on city servers.

Villanova presented cost figures from the vendor proposal and said the administration expects monthly costs of about $65,000 for core fleet, mailroom and related services and estimated total monthly printing volume costs of about $17,500; combined figures presented to the committee implied roughly $85,000 per month across city and schools (the administration said FY24–25 print services cost was about $1.6 million). Villanova said UBEO also offered value-adds including the opportunity to host student interns, and that the vendor will supply three on-site staff to manage mail operations and related deliveries.

Committee members asked about implementation timing, the vendor’s machines and the transition from Xerox (the current vendor) to Canon devices; staff said the current Xerox contract expires Dec. 31, 2025, and the new lease would begin Jan. 1, 2026, with installation and deployment planned in advance of the term start to avoid service interruptions. The committee moved the item favorably to the Board of Alders; members asked to see the finalized contract documents once completed.