Universities have complex systems in which they issues RFPs for copier leasing. (An RFP is a request for proposals from competing vendors). This ensures that the copier lease that a department ends up with will be competitive.

Municipalities must act in the same fashion. In fact municipal leasing is one of the most complicated and competitive areas for lease brokers. If you're looking for a great breakdown of copier leasing costs and a practical approach to leasing in general, check out this document from the New York City Department of Education.

There is a great breakdown of the equipment the department currently posseses and what size and type of job each copier should be running. In addition, it encourages the purchasing department to look critical at the cost of a copier lease, something that doesn't factor into the equation often enough. Bigger and newer isn't always beter. Sometimes you can use what you have and save a bundle in the process.

So, model yourself after the municipalities and unversities copier leases. Get estimates, compare them. Then get some more estimates on what it will cost to lease a copier.
If you're looking at copier leases, please consider talking to the Graphic Savings Group.