Board approves copier procurement plan tied to state contract to standardize equipment and save costs
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Summary
Following a presentation on the PaperCut print-management initiative, the board approved staff's recommendation to move forward with a procurement approach (purchase/mixed) using the state copier contract; staff estimated about $72,884 in savings over 60 months and asked for a purchase authorization not to exceed $250,000.
District technology and finance staff presented a multi-phase PaperCut print-management initiative and recommended moving to the state copier contract (through Metro Sales) to standardize equipment and reduce costs.
Staff described three phases: follow-me printing already implemented, a districtwide inventory and optimization of device placement, and a transition to managed print budgets and standardized equipment. Procurement options presented included a 60-month lease for all new equipment, a mixed-equipment lease that reuses some district devices, or purchasing a mix of used and new equipment. Staff recommended a purchase approach and asked for authority not to exceed $250,000 to complete the transition, citing an estimated $72,884 savings over 60 months compared with a full lease approach.
Board discussion covered lifecycle support, the vendor's obligation to support equipment for seven years after end-of-life, and operational benefits of placing color copy machines at each site to reduce the number of small, high-cost standalone color printers. A motion to approve the procurement approach and associated contract language was made and approved by voice vote; board members recorded general support for a resource-management approach that reduces long-term operating costs.