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County staff report repeated copier failures, billing overages and a rocky phone‑system rollout; committee refers RFPs to finance
Summary
Multiple department speakers described persistent copier quality and billing problems with the vendor and ongoing issues during a new phone‑system deployment; the committee agreed to review contracts and moved operational RFPs to finance for further action.
Several department representatives told the Administration & Legal Affairs Committee that the county’s copier contract has produced repeated quality problems, incorrect invoices and slow vendor service. Multiple speakers described instances of poor scans, incorrect equipment locations on invoices and disputed overage charges that the vendor has not satisfactorily verified.
"They lied," Speaker 4 said of the copier vendor, describing promises on delivery and service that the speaker said were not kept. Other presenters described staff repeatedly following vendor troubleshooting steps; one staffer said a tech once offered a napkin for cleaning a machine rather than professional service.
Committee members discussed reviewing the contract and, if necessary, bringing the vendor in for a formal conversation. Speaker 4 cautioned about the cost of terminating a contract already paid for; Speaker 2 recommended staff review the agreement and return to the committee.
Separately, the county deployed a new IP phone system installed by Arrow. Speaker 4 said voicemail‑to‑email and caller‑ID mapping experienced problems during deployment but that most issues had been addressed; further testing and possible admin‑phone trials were planned.
What the committee did: an RFP for shredding services and a separate operational RFP (referenced in the transcript as item 9.1) were routed to the finance committee for completion and procurement review. The committee approved routine motions by voice vote.
