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.

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

Background Where We Were About 250 Copiers Expensive Contract Paying Excessive Overages No Flexibility Where We Wanted To Be Cut/Eliminate Overages (& costs) Right Size Our Fleet

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.

Process: Internal Focus Group Principals, Instructional Director Get Buy-In For Right Sizing Cost Savings Stays With The School Would They Utilize Networking & Scanning Who Would Pay For The Erasing of Data

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)

Evaluation 5 Proposals Received Contract Items That Were Factors In The Evaluation/Selection Networked Machines Scanning Stapling/Finisher # of Trays Large Capacity Feeder Model & Speed Offered Copy Allowance For Each Band (Key Element)

Evaluation I Didnt 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

Obstacles Everyone Wants A-Say In This Topic Everyones 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

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

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 Sizing Sams Diligence Looking At The Data Sams Diligence Working For The Best Deal A Cooperative Vendor Sam!

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 Theyre Happy!!!

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