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IT director proposes managed printer fleet to fix security, county asks for more procurement options
Summary
IT director Matt Comer proposed replacing about 30 disparate county printers with a managed Konica fleet (all‑in service) costing just over $20,000/month, citing data‑security risks; the committee asked Comer to seek additional vendors/RFP options and conduct a departmental analysis before the full board considers a contract.
Culpeper County IT director Matt Comer briefed the Buildings and Grounds Committee on a proposal to modernize the county’s printer fleet by replacing roughly 30 inconsistent office printers with a single managed model under an all‑inclusive contract.
Comer said the current mix of printers has created operational inefficiencies and compliance risks for sensitive units. “The biggest pain point associated with it is, users go to print things, and the pages show up somewhere,” he said, describing daily incidents where print jobs intended for limited eyes have appeared in other departments. Comer recommended a Konica managed‑services contract that would include toner, maintenance and cloud‑print retrieval to control sensitive documents.
He noted two exceptions: public library patron printing and a specialized plotter used by planning and zoning. Comer estimated the proposed contract would cost just over $20,000 a month but said he could not yet quantify total current county spending because printing costs are spread across many departmental line items.
Committee members expressed concern about the monthly cost and procurement path. One supervisor said, “To me, $20,000 a month for 30 printers ... is a big enough expenditure,” and another asked whether the county should pursue an RFP or obtain more vendor comparisons. The committee moved that Comer seek additional top vendors (and consider an RFP) and perform analysis across departments to determine which stand‑alone printers are removable. Comer agreed to gather more options and return with a broader report before any contract is sent to the full board.
