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Board approves refresh of Phase 1 copiers; district projects five‑year savings
Summary
Trustees approved a phased refresh of district copiers supplied by Applied Innovation (Ricoh), replacing a 2018 fleet; projected lease and service costs fall compared with existing agreement.
The Southfield Board of Education voted Jan. 14, 2025 to refresh the district’s Phase 1 copier fleet, replacing machines installed in 2018 with Ricoh devices under a Mittens pricing agreement; the move reduces monthly lease and service costs, district staff said.
Why it matters: Copiers are a recurring technology expense for schools. The proposed refresh reduces lease and service costs and aims to ensure reliable printing, scanning and districtwide global print services.
Interim Technology Director Allison Dewar told trustees Phase 1 covers Southfield High School for the Arts & Technology, ITC, JWE, SREC and University K12 — 29 black‑and‑white devices and seven color devices. Because many machines were unused during pandemic remote learning, the district delayed replacement; the Phase 1 machines are now showing age and should be refreshed, Dewar said.
The district reported a monthly device lease cost would fall from $7,581.19 to $4,014.48 under the new proposal, a $3,566.71 monthly reduction. Monthly copier service expense would drop from $5,014.84 to $2,050.38, a savings of $2,964.46 per month on service. Over a five‑year lease (60 months) the device lease total was shown as $198,736.63. Applied Innovation (the vendor) can also assist the district in reselling the replaced Canon machines; the district said it will pursue resale to offset costs where possible.
Trustees confirmed that new devices support scanning to PDF, district badge‑pulled global printing and will be rolled out with minimal disruption. The board voted unanimously to approve the Phase 1 refresh; the motion was presented as report 6341 and carried without dissent.
What comes next: Technology staff will coordinate a rollout schedule with Applied Innovation, pursue resale of replaced devices where feasible, and report back on any recovered funds. The refresh will be paid from the technology general fund and staff said consumables and service remain budgeted annually.
