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Getting the Right C opier for the Right P rice

Getting the Right C opier for the Right P rice. A combination of analyzing usage data to right-size copy machines and using a competitive piggy-back contract enable HCPS to dramatically reduce the cost of its copier fleet. Learn how you can accomplish the same results in your school system.

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Getting the Right C opier for the Right P rice

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  1. Getting the Right Copier for the Right Price A combination of analyzing usage data to right-size copy machines and using a competitive piggy-back contract enable HCPS to dramatically reduce the cost of its copier fleet. Learn how you can accomplish the same results in your school system.

  2. Intro • Who We Are:Harford County Public SchoolsJeff LaPorta, Supervisor • Who Is The Buyer:Sam Carnucci, Purchasing Agent, CPPB • Who Is The Vendor:Action Business Systems Supplying Toshiba Copiers

  3. Background • Where We Were About 250 CopiersExpensive ContractPaying Excessive OveragesNo Flexibility • Where We Wanted To Be Cut/Eliminate Overages (& costs)“Right Size” Our Fleet

  4. Process • Our previous process; Purchasing decided the # of, and size of the copiers. Inadequate usage data. • This most recent contract we had the vendor supply us with quarterly usage data. Had the correct information to right size. • Internal – focus groups, right sizing, data erasure. • External – how was the solicitation developed, what were key factors to put in to solicitation, shopped contracts (piggybacked), things to look for in contracts.

  5. Process: Internal • Focus GroupPrincipals, Instructional Director • Get “Buy-In” For Right SizingCost Savings Stays With The School • Would They Utilize Networking & Scanning • Who Would Pay For The Erasing of Data

  6. Process: External • We Did Not Want To Do Our Own Bid • We Wanted Vendors To Bring Us Their Best Existing Contract • We Had To Determine How Many Bands Of Copiers We Wanted • What We Gave The Vendors (attachment)

  7. Evaluation • 5 Proposals Received • Contract Items That Were Factors In The Evaluation/SelectionNetworked Machines ScanningStapling/Finisher# of TraysLarge Capacity FeederModel & Speed OfferedCopy Allowance For Each Band (Key Element)

  8. Evaluation I Didn’t Know That! • Some Contracts State They Could Use Re-Fab Units • Some Contracts List A Removal Cost For The End Of The Lease • Some Have Automatic Renewal Clauses

  9. Obstacles • Everyone Wants “A-Say” In This Topic • Everyone’s Copier Is SOOOOO Important To Them • Getting Buy-In For Change • Difficult Convincing Schools They Would Not Lose Money Saved • Scheduling The Physical Delivery • Installing Network Drops • The Incumbent Vendor

  10. Results What Did We Get In Our Contract • Staples Included. 10 Free Moves Per Year. • Underage Credit. This Year = $19,000 • Training Throughout The Contract • Consistent Overage Rate Regardless Of Copier Size • All Units Networkable With Scanning Capability • A Cooperative Vendor

  11. Financials • What Were We Paying? $55,000 Per Month • What Are We Paying Now?$32,000 Per Month • How Did We Save So Much?Right SizingSam’s Diligence Looking At The DataSam’s Diligence Working For The Best DealA Cooperative VendorSam!

  12. End User Perspective • Schools Have More Discretionary Money In Their Budget • The New Copier Cost Was Backed Into A Per-Pupil Allocation For Future Budgets • They’re Happy!!!

  13. Vendor Perspective • Action Business Systems Has An Attractive Piggybackable Contract • Dave Kersch And Mike Moat Can Tell You More

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