District recommends three-year copier contract after seven proposals

Charles White, director of media technology, presented the results of a recent RFP for copier and print services and recommended the board consider a three-year contract with an option to renew for up to two additional years.

White said the RFP drew seven proposals from five vendors and that a district review committee representing instructional, operational, technical and financial perspectives scored proposals with cost carrying the heaviest weight. "I'm recommending the 3 year contract with the renewal option to provide the district with the greatest flexibility as our needs evolve," White said. He emphasized the evaluation considered both equipment reliability and instructional needs, and noted the district sought to price by cost-per-copy rather than by an absolute number of devices to retain flexibility.

Board members asked about copier capacity and potential cost impacts if the number of devices increases. White said the RFP allowed for increased demand to be included "at no additional cost to the district" through the per-copy pricing structure, though device provisioning still depends on vendor business models. The district plans to present a final contract for board action at the next meeting.