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Orange council delays copier/printer contract amid cost and cybersecurity concerns
Summary
Council continued consideration of a multi-year copier/printer services agreement with C3 Office Solutions to Dec. 9 after council members and a public commenter raised questions about guaranteed volume charges, aging equipment and cyber risk.
The Orange City Council on Nov. 12 voted to continue consideration of a proposed copier and managed-printing services contract with C3 Office Solutions, setting the item for a Dec. 9 meeting so staff can re-evaluate pricing and cybersecurity implications.
Council Member Demetrio urged a continuance after reviewing the agreement and saying the contract appeared to be “turning into an evergreen contract” with savings that “disappear pretty quickly over the term of the contract.” He also flagged concerns that older leased equipment could present cybersecurity vulnerabilities and asked staff for further analysis before final approval.
A member of the public, Mark Liedsma, submitted an independent cost analysis and told the council that the contract’s stated $51,000 savings was “artificial,” that the city’s printer fleet of 199 units averaged 13 years in age and that base-month fees and volume commitments would overcharge the city, estimating about $61,200 a year in excess costs.
After questions from members about when the contract was last bid, IT Manager Steven Scardina said the RFP was originally released and approved in October 2019. Council Member Demetrio moved to continue the item to a date certain (Dec. 9) for staff to re-evaluate contract terms; Council Member Tavares seconded the motion and it was approved unanimously with one absence.
The continuance directs staff to re-open pricing comparisons, confirm equipment refresh plans and present findings at the Dec. 9 meeting. No formal contract was awarded at the Nov. 12 meeting.
The council’s action preserves time for a competitive review and potential renegotiation; the item will return to the regular agenda for final action on Dec. 9.
