Board authorizes RFP for new print/copy contract; district plans PaperCut follow‑me printing

The Romulus Community Schools board on Oct. 13 authorized the administration to issue an RFP to replace the district’s print and copy equipment and services, citing outdated devices, security risks and high maintenance costs.

Director of technology Adam Dennison described the current contract (signed November 2020) as covering about 52 devices across the district and said the district has paid roughly $353,000 to date on that contract (a conservative estimate). “My department would be seeking the replacement of 23 devices, not 52,” Dennison said during the presentation, adding that many buildings currently have more devices than needed.

Dennison said the district plans to implement PaperCut print‑management software to track and control printing, enable a “follow‑me” virtual print queue (jobs only print when released at a device), require user codes or badges to release jobs, and default printers to grayscale while limiting per‑user color copies. He said those features will reduce paper and color costs and make printing more accountable.

Board members and staff raised implementation questions about controlling color use, tracking costs by department and disposing of old devices; Dennison said surplus sale, departmental retention with cost‑sharing, or vendor buybacks are possible disposal options.

Formal action: the board passed a motion authorizing administration to go out for bid on a print/copy RFP. The motion (as read to the board) said replacing equipment will reduce cost, enhance security, support digital workflows and align with sustainability goals. The motion was supported and approved by roll call.

Ending

Administration will proceed with the draft RFP included in the board packet and return to the board with recommended contract terms and vendor proposals for final approval.