The Butler County commissioners are poised to award a contract for managed print services with a company wanting $3,000 more a month than a competitor.

The commissioners on Thursday voted to negotiate a final agreement with Xerox to provide the county's printing and photocopying needs.

For Xerox's contract, the county would pay $12,413 a month, or $148,963 annually.

Ford Business Machines of Connellsville, Fayette County, offered $9,000 monthly.

However, the commissioners agreed Xerox was the choice to pursue because it offered an efficiency plan to streamline county printing services.

“I'm confident in what I saw in that plan,” said Commissioner Leslie Osche, board chairman.

Commissioner Kim Geyer said in an interview Ford only submitted a four-page proposal comprised of slides whereas Xerox turned in a comprehensive 36-page document.

Commissioner Kevin Boozel agreed.

“Ford did not do a cost analysis,” Boozel said.

Ford representatives stressed the commissioners not pursue the Xerox contract.

John Garlow, Ford owner and chief executive officer, stressed the cost difference should prevent the county from looking elsewhere.

“It doesn't make any sense,” Garlow.

He said Ford, one of three vendors the county uses now, has serviced the county through multiple administrations.

“We've been here for the long haul,” Garlow said.

He said the monthly difference amount to well over $100,000 over the five year span of the contract.

Boozel stressed the process was fair.

“Every vendor had an opportunity,” he said.

Boozel said in an interview the proposals were using the number of machines the county has now, not the eventually reduced number.

He said the actual price would be lower than the $148,963.

According to county records, that amount is not more than what the county is paying now for all its print services.

The other two commissioners agreed with Boozel that an extra $3,000 a month is not an overriding issue considering the eventual savings and efficiencies from reducing from three vendors and numerous contracts.

County Controller Ben Holland said the county has more than 50 separate contracts among the three vendors.

Ford has more than 20 separate county contracts with varying rates.

Van Dyk Business Systems has roughly 20 with different rates. Canon Business Solutions has the remainder.

Holland said there is no consistency with the contracts.

“It was a nightmare to audit,” he said.

Other Ford representatives stressed the service their company provides as opposed to what Xerox would.

Jeff Kuhns of Xerox disagreed his company would not offer good service.

“That Xerox would not provide service to Butler County is laughable,” Kuhns said.

Geyer agreed.

“They have a track record,” she said.

Garlow said his company wanted to make county printing more efficient before this year, but no one acted on the offer.

Geyer, who was former county Commissioner Bill McCarrier's administrative assistant, said during the interview she had no knowledge of such an offer from Ford.

“Bill McCarrier and (former Commissioner) Dale Pinkerton would have been open to that,” she said.

McCarrier also said he was unaware of a Ford offer.

“I don't recall anything like that,” he said in an interview.

However, McCarrier said he may have forgotten seeing such a proposal.

Garlow said his company would likely no longer be involved in fundraising efforts in Butler County if it lost the county's business.

Osche said in the interview that is not sufficient cause to select Ford.

“It's nice when they do that,” she said. “It's not a reason (to give them a contract).”

Osche said even if Ford submitted a more comprehensive print management proposal, it is too late to veer away from Xerox — barring an unforeseen problem.