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District Attorney gets approval to buy color Xerox copier; service contract cost flagged
Summary
The Hancock County Commissioners approved purchase of a Xerox C8255 color copier for $11,800 for the District Attorney's office, funded with $4,500 from the DA copy reserve and $7,300 from the DA equipment reserve; the DA noted the additional service-contract cost of $188.45 per month is not currently budgeted.
The Hancock County Commissioners on April 22 approved purchase of a Xerox C8255 digital network color copier for the District Attorney's office at a total purchase price of $11,800 from Xerox Business Solutions as a sole-source vendor.
The District Attorney explained that the purchase price is identical for the color and black-and-white models but the color option carries an additional service-contract cost that Transco quoted at $188.45 per month (about $2,200 per year). The DA said those service-contract funds are not available in the current-year budget because the contract for copier services was already pre-paid for the year; the DA asked commissioners to consider whether to identify savings by September if needed.
Funding: commissioners approved using $4,500 from the DA copy reserve (G1 31240) and $7,300 from the DA equipment reserve (G-301 412-50) to cover the purchase price. The board confirmed toner cartridges are included in the maintenance contract and authorized the purchase; the chair was authorized to sign the contract.
Why it matters: the purchase replaces an aging, unsupported copier to ensure the DA's office can meet high printing demands (the DA reported averaging nearly 20,000 print jobs per month with limited staff), but it also creates a recurring service-contract cost that the DA said is not currently budgeted.
What’s next: county staff will execute the purchase and incorporate maintenance costs into next year’s budget planning.
