Committee authorizes five-year copier contract, citing fleet uniformity and management savings

The Minuteman Regional Vocational Technical School Committee authorized the business manager to award a five-year copier contract covering Oct. 1, 2025, through Sept. 30, 2030.

Finance and technology staff presented two vendor options: the incumbent Xerox (via Conway) and Konica Minolta. After asking about total cost, buyout of a lease at a satellite location, per-click charges and management efficiencies, the committee and finance subcommittee supported staying with Xerox. Drew Okconor, director of technology and data systems, said the Xerox proposal covers a buyout for a copier leased at a satellite location and keeps most machines on the same models so supplies and servicing are simpler.

Business manager Nikki Andred told the committee the five-year cost is competitively quoted and represents about a 3% increase over the prior contract. Staff also noted plans to replace some desktop printers by adding two additional floor copiers (near Cosmo and Culinary) to reduce higher per-page costs from small printers.

The committee moved, discussed and approved a motion to authorize the business manager, as chief procurement officer, to award the contract; the finance committee had voted unanimously to recommend the Xerox plan prior to the full meeting.

Committee members said the small price differences were outweighed by the operational benefits of a unified fleet and consistent supplies. Staff said they would implement PaperCut software features (badge-release, prompts for color or duplex printing) to reduce unnecessary printing and better track usage.