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Osage County approves 60‑month copier contract with Pro Copy, authorizes Dell computer purchases and ends Logan Business agreement
Summary
The commission approved a five-year lease for a Xerox AltaLink copier, authorized buyouts and two Dell purchase orders for county desktops and rugged laptops, and approved sending a termination notice to Logan Business Machines.
The Osage County Commission approved a five-year contract with Pro Copy for a Xerox AltaLink C8035 color copier and authorized two purchase orders for Dell equipment at its Sept. 2 meeting.
The copier contract is for 60 months at $200.59 per month and includes delivery, installation, networking assistance and a buyout credit of up to $5,400 to return the county’s current devices. The agreement was described to commissioners as a bulk-purchase opportunity that would consolidate multiple departmental copier contracts and could lower per‑unit costs. The board voted to authorize the contract and to send a termination letter to Logan Business Machines for the existing contract; Pro Copy will cover buyout and shipping costs up to the amount in the contract.
County IT staff also presented purchase orders to replace aging computers. The commission approved: a purchase order (PO 4046) for seven Dell Pro microcomputers and three additional Dell Pro microcomputers at a total of $9,345.96 (fund 01/??) and a second purchase order (PO 4047) for six Dell Pro rugged laptops at $13,373.34 (fund 01/27). Commissioners said the purchases address security- and support-related risks because older machines were out of vendor security updates and support.
The county clerk’s office will coordinate the logistics of replacing devices and consolidating contracts. Commissioners acknowledged that if other departments seek to join the countywide copier contract mid-term they would likely need adjusted payment terms because the master contract is amortized over 60 months; staff said departments could be added but would share the remaining months’ costs.
Ending
County staff said they will proceed with implementation steps for the copier and computer purchases and handle the end-of-contract notice to Logan Business Machines so the new devices can be installed and old equipment returned under Pro Copy’s buyout credit.
