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Board waives bidding and awards 63-month copier lease to UBO Business Services
Summary
The board approved a 63-month lease and service agreement for copiers with UBO Business Services after discussing vendor performance, service reliability and pricing differences with competing offers.
The Bolton Board of Education voted to waive the formal bid process and award a 63‑month copier lease, service and supply agreement to UBO Business Services.
The superintendent summarized the procurement review and recommended UBO, saying staff had conducted more than a dozen meetings with vendors and verified references. The superintendent warned of past problems with the incumbent vendor, saying performance had been uneven: "Performance has been inconsistent... frequent paper jams," and noted recurring billing and technician-availability issues with the prior vendor.
Board members discussed price differences. The superintendent said UBO’s negotiated lease would be "$150 a month less" than the incumbent contract the district had previously paid, but acknowledged that one competitor’s listed price was "about $50 less than UBO." Another vendor (Prism) quoted roughly "a thousand dollars more a month." The board concluded the slightly higher monthly cost for UBO was justified by better service and less disruption to staff.
The board called for and recorded a voice vote; members answered 'aye' and the motion passed. The superintendent confirmed the contract length is 63 months. The motion in the transcript to "waive the bid for the copier lease and service and supply agreement and award the lease and agreement to UBO Business Services" was approved by voice vote.
The transcript does not record a roll-call tally or the names of the mover and seconder; the board's voice vote was recorded as passing.
