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IT vendor proposes copier replacements, CJIS‑compliant hardware changes and $1,200/month net contract increase
Summary
IT vendor proposed replacing eight high‑use copiers under a 60‑month lease to improve searchable scans and meet CJIS hard‑drive retention rules; vendor described a proposed net increase of about $1,200 per month in a new three‑year service agreement.
An IT vendor presented a procurement and contract proposal that would replace eight high‑use copiers, add searchable PDF scanning and include hard‑drive retention to meet CJIS compliance when machines are removed from lease.
The presenter said the lease terms would be 60 months and that accounting for licensing discounts and service adjustments would yield a net proposed increase of roughly "$1,200 a month" as part of the vendor's recommended three‑year agreement; the vendor also described the copier replacement piece as "about $250 monthly increase over what you have." Commissioners agreed to have the county attorney review proposed contract language before the item returns to the court for formal consideration.
The vendor emphasized that CJIS compliance requires removing copier hard drives from devices when leases end and that the removal/retention costs were included in the estimate. The court did not approve the contract at the meeting and asked staff to provide the paperwork and legal review for a future agenda.
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