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Staff recommends extending Kyocera copier contract rather than rebidding, says service and costs expected to be stable
Summary
Procurement staff recommended a multi‑year extension with Kyocera, saying the extension would replace high‑volume machines and keep per‑copy service rates stable in year one with a 5% increase the following year, and noted concern about bid volatility amid tariff uncertainty.
A staff presenter recommended extending the county's copier contract with Kyocera for additional years rather than going to bid this fall, citing tariff concerns and supplier reliability.
The presenter said the first contract included a buyout from Canon that resulted in a 63‑month term and that moving to a six‑year contract would not be a large change. Staff said the current monthly cost is roughly $3,100 and that the proposed contract would replace five or six high‑volume machines while keeping per‑copy service rates unchanged for the first year and increasing by 5% in the second year.
The presenter provided an illustrative per‑thousand copies cost to make the economics clearer and said Kyocera's service and billing have been reliable. A different staff member confirmed they have not had problems with Kyocera service and that the extension is expected to save money over rebidding, with an estimated three‑year savings noted in the discussion.
No formal award or signed extension was recorded in the transcript during this discussion.
