| Background The current lease expired at the end of May 2018. Replacement of the current machines is necessary due to age and use. Leases are commonly used for this type of business equipment. The lease allows materials to be supplied and upkeep for the machines. Current Considerations The existing machines are reaching the end of their useful lifespan. Due to the roughly 50,000 copies per month, per site, the copiers are experiencing a frequent need for maintenance. It is better to initiate a new lease rather than buy these at the close of the lease. Four vendors submitted bids, and after careful review, HP and a managed print system were determined to be the best fit our needs. Currently, we have moved all classroom printing to the managed print system. This process is a service contract that covers all toner and maintenance of the printers with the cost being a per page expense. We have experienced nearly 20% savings in toner cost with this model as well as the soft cost saving of district staff time spent ordering toner and troubleshooting printing issues. We are piloting this new program for the last year with two schools and feel confident about expanding our use. This summer we added Paradise Canyon and LCHS classroom printers to the contract. The new copier lease will be added to our existing managed print contract and will give us greater reporting of printing use to help with resource conservation education. Financial Implications The proposal from HP was very competitive and will cost $7,977.46 annually, with five machines on the lease. Estimates of 50,000 pages per month will cost $265 per month. We have also shortened the lease to four years instead of five. This change was made due to the high rate of downtime during the past year. Another upgrade will be the addition of color toner. The previous lease was slightly cheaper per month due to the lease being a 60-month term over this lease being a 48-month term. Also, the cost per page charge for color will need to be monitored by the sites in accordance with their set budget.
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