Board debates waiver to renew copier contract, amends proposal to drop optional print‑management feature

District administration told the board the copier contract with a state‑approved vendor has performed reliably and the chief financial officer requested a waiver of the formal bidding process under Policy 3020. Administration said the vendor was recommended through state procurement and past experience with other vendors had caused disruptions.

The discussion focused on whether to include an optional 'paper cut' print‑management feature that requires users to enter a code at the copier and can reduce waste but adds a monthly cost. One board member said the difference appeared to be about $7,800 per month for the 'paper cut' option, and multiple trustees said they preferred the contract without the add‑on because existing service from the vendor has been a major improvement over previous providers.

A motion to approve the waiver was made during new business, and an amendment was offered and accepted to proceed without the 'paper cut' feature. The transcript does not record a roll‑call or final tally for that motion in the public record excerpt.

Administrators noted the contract bundles labor, parts and supplies (excluding paper and staples) and that the district typically procures paper and staples separately when cost‑effective. Trustees asked about historical toner shortages and the operational disruption those caused; supporters of renewal said the current vendor has resolved many prior problems.

The board discussed price and contract flexibility; the superintendent said adjustments (reducing printers or copiers) are possible if needs change. The administration brought the item forward to notify the board before executing any waiver.