DA Form 4951: Lease/Purchase Analysis for Copiers (PDF) – U.S. Army form used to evaluate whether leasing or purchasing office copiers, duplicating machines, or multifunction devices (MFDs) is more cost-effective and operationally suitable.
This analysis supports compliance with Army regulations on IT and printing device procurement, helping commands make informed decisions that balance costs, mission needs, and federal guidelines. It is prescribed in guidance such as DA PAM 25-40 and referenced in AR 25-1 for Army Information Technology.
Download the official DA Form 4951 here: https://armypubs.army.mil/pub/eforms/DR_a/ARN37555-DA_FORM_4951-000-EFILE-1.pdf
What Is DA Form 4951?
DA Form 4951, titled “Lease/Purchase Analysis for Copying/Duplicating Machines,” is a standardized tool dated April 1999 (with updates reflected in current e-forms). It facilitates a side-by-side financial and operational comparison between renting/leasing and buying equipment.
The form is required for many leasing arrangements of printing devices in the Army, including as supporting documentation for delivery orders or lease options. It ensures decisions align with efficiency, economy, and regulatory requirements for managing printing and copying resources.
Purpose and Importance in Army Procurement
The primary purpose of DA Form 4951 is to document a lease-versus-purchase analysis before acquiring copying or duplicating equipment. This helps prevent unnecessary expenditures and supports broader Army goals of consolidating printing devices, reducing costs, and using mandatory sources like DLA Document Services.
Key reasons for its use include:
- Cost Control: Compares total monthly rent/lease costs against purchase price, maintenance, and long-term ownership expenses.
- Compliance: Meets requirements in Army IT and publishing policies for justifying equipment acquisitions.
- Operational Efficiency: Factors in usage volume, maintenance, upgrades, and break-even points to determine the best value for the mission.
- Accountability: Provides auditable justification for contracting officers and resource managers.
In the context of federal and Army policy, lease/purchase analyses are emphasized to ensure taxpayer funds are used wisely, especially for equipment with evolving technology like multifunction printers.
When Is DA Form 4951 Required?
Use the form for:
- New acquisitions or leases of copiers/MFDs.
- Exercising lease options on existing contracts.
- Justifying leasing arrangements in procurement packages.
It is often required alongside other documentation for Army printing device procurements through channels like CHESS or DLA. Commands must perform this analysis to ensure the chosen option supports efficient management of self-service printing devices.
Private sector or non-Army federal users may reference similar analyses for copier decisions, though the exact form is Army-specific.
How to Complete DA Form 4951: Step-by-Step Guide?
While the form itself provides fields, completion generally involves these elements (based on the structure):
- Equipment Details: Describe the copier/duplicating machine, including model, vendor, and expected usage (e.g., monthly copy volume).
- Lease/Rental Costs: Enter total monthly rent/lease payments, including any base fees, per-copy charges, maintenance, and supplies.
- Purchase Costs: List the purchase price, estimated maintenance, supplies, and any financing costs.
- Comparative Analysis: Calculate totals for both options over periods like 12, 36, 60 months. Include break-even/pay-back period computation.
- Additional Factors: Consider operational aspects such as technology obsolescence, upgrade flexibility, downtime, and mission requirements.
- Certification: The form is signed by the preparer (with name, title, date) and reviewed/approved by appropriate authorities.
Consult current DA PAM 25-40 or local information management offices for detailed instructions, as requirements may be updated. Accurate completion is critical for procurement approval.
Tip for USA-based Army personnel: Coordinate with your local NEC, IMO, or contracting office. Many installations require this form as part of the MFD procurement process.
Lease vs. Purchase: Key Considerations for Army Units
Leasing Advantages:
- Lower upfront costs and predictable monthly budgeting.
- Easier upgrades to newer technology.
- Often includes maintenance and support.
- Flexibility for fluctuating mission needs.
Purchase Advantages:
- Long-term ownership and potential cost savings if equipment is used beyond the break-even point.
- No ongoing lease fees after payoff.
- Builds equity in assets.
The form helps quantify these through savings calculations and payback periods. Army policy often favors consolidated, efficient solutions via enterprise agreements or DLA.
Factors like expected volume, device lifespan (typically 3–5 years for leases), and total cost of ownership (TCO) should drive the decision.
Best Practices and Common Pitfalls
- Use Mandatory Sources: Prioritize DLA Document Services for printing devices and related services.
- Document Thoroughly: Include all assumptions, usage estimates, and alternatives considered.
- Update for Technology: Modern MFDs offer scanning, printing, and copying—factor in these capabilities.
- Avoid Pitfalls: Incomplete analyses or failure to consider maintenance/supplies can lead to higher actual costs or procurement delays.
- Review Regularly: Re-evaluate at lease renewal or option exercise points.
For current policy, refer to AR 25-1 and related CIO/G-6 guidance on printing device management.
Conclusion: Making Informed Decisions with DA Form 4951
DA Form 4951 remains an essential tool for U.S. Army units to conduct transparent, data-driven evaluations of copier and duplicating equipment options. By systematically comparing lease and purchase scenarios, commands can optimize resources, ensure compliance, and support mission readiness while controlling costs.
Always download the latest version from the official Army Publishing Directorate site and consult your local experts for tailored guidance. Proper use of this form contributes to smarter Army-wide management of information technology and printing assets.
This article is for informational purposes and targets U.S. Army personnel and federal stakeholders. Policies can change; verify with official sources like armypubs.army.mil.