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Board approves five‑year copier lease with Proven IT after staff recommendation
Summary
After reviewing three vendor proposals, the board approved a five‑year master equipment lease and support services with Proven IT (Toshiba) at an estimated $15,870 per year, noting the proposal included an initial free copy allowance and was the lowest cost option.
Village staff solicited proposals to replace expiring copier leases and recommended awarding a five‑year equipment lease and support services agreement to Proven IT (Toshiba), the lowest responsive proposer.
Trustee Sarra summarized three proposals: Proven IT (Toshiba) at $15,870 per year ($78,710 over five years) with the vendor offering the first 25,000 black‑and‑white and 10,000 color copies at no charge; Gordon Flesch Cannon at $17,836 per year; and Konica Minolta at $19,067 per year. "Proven IT was the lowest proposal received at $15,870 per year or $78,710 over 5 years," Trustee Sarra said during the report.
The board considered a resolution authorizing execution of a master equipment lease agreement (Resolution 26 R‑02) and passed it by roll‑call vote. The action authorizes the village to enter into the five‑year lease with Proven IT; the transcript did not record contract terms beyond the quoted annual and five‑year totals, and staff noted service charges will be determined by copy volume.
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