Grimes County Commissioners Court held a Regular Meeting Wednesday, July 1, approving contracts for copier maintenance and professional cleaning services.
At the request of Information Technology Director Gregg Cannon, commissioners approved new contracts with UBEO Business Services which reduce the cost of maintaining Grimes County’s copiers and designated the county judge as signatory.
Cannon said, “Over the last two years we’ve tried to streamline the number of copiers, streamline the models we have, co-term all the contracts where they expire the same time every year so it’s easier for us to manage. Previously, we had 24 contracts that were expiring at all different times of the year. It was hard to keep up with.” Per Cannon, contracts now co-term and expire in June.
Cannon said they also addressed “excessively high” contracts. Maintenance contracts are based on the number of impressions or copies made each year, and when all 30 county copiers were audited, it was learned that some contracts were paid based on 30,000 impressions per year when usage reflected 12,000. The numbers were adjusted in the new contracts and allows for exceeding the 12,000 copies “within reason.”
Another cost saving measure was setting the default for the “handful” of county color copiers at black and white.
The savings on the $11,000 annual maintenance of county copiers is estimated to be $2,814 per year.