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District staff recommend districtwide copier fleet refresh after lease terms; proposed 60‑month plan quoted at $683,000
Summary
Staff reviewed multiple vendor proposals to replace a fragmented copier fleet and recommended a single‑rate, districtwide refresh; proposed contract was described as $11,391 per month over 60 months (total ~$683,000).
District staff briefed the board on an upcoming procurement to refresh the district’s copier fleet and consolidate many different models into a standardized set. Staff said past leasing practice resulted in 16–17 different copier models across the district, complicating supplies and maintenance.
The staff review considered three vendors; staff said one vendor’s proposal included a rightsizing of the fleet that would upgrade some devices and downgrade others to better fit usage patterns, reducing model variety. Staff recommended a single monthly rate model rather than a per‑copy cost model to provide predictability during the contract period and said the proposed contract would be about $11,391 per month over 60 months (a total contract value cited as $683,000). Staff noted current leased/owned machines would be resolved with lease buyout or buy‑back language depending on the vendor and that the new contract would include a $1 buyout option at the end of the lease for the new machines.
Board members asked about the fate of the 32 machines the district currently owns; staff said earlier leases and buyout language vary and that buyout obligations would be resolved as part of procurement and transition planning. Staff said they will return with final vendor recommendations and contract documents for board approval.
