Approval of Proposal – Copier and Print Management Services
Background: This past November, the District issued a Request for Proposal (RFP) for a managed copier/print program. The RFP scope involves the implementation and support of 29 new networked copiers in the District’s ten school facilities. The new networked copiers will replace older existing copiers, laser printers (over a period of time) and contracted printing. Copiers at the schools acquired in the last several years (with several years of remaining useful life) will be reallocated for use at the District Administrative Center and District Operations Center.
The District received five proposals in response to its RFP. After evaluating the five proposals (and conducting reference calls for each of the five firms), three firms were invited to participate in an interview/presentation process. Two finalists were then invited to submit best & final offers to the District. The District’s evaluation team for this RFP determined the proposal from the Gordon Flesch Company to be in the best interest of the school district.
The District will not own or lease the new equipment with the proposed managed copier/print program. The District will be charged on a “per click” (per copy) basis that includes all equipment and supply costs (other than paper) based on a minimal annual volume of 8 million copies. Monochrome (non-color) copies will be charged at $0.01 per click up to the minimal annual volume level. Monochrome copies above the minimal annual volume level will be charged at $0.004 per copy. Color copies will be charged at $0.04 per copy. The per click costs are fixed for the entire term of the agreement. The term of the managed copier/print program agreement is
approximately 4 ½ years (through June 30, 2016) with an option, at the District’s discretion, for an additional term of up to 4 years.
Some benefits/advantages of the managed copier/print program with the Gordon Flesch Company include:
-
Estimated annual savings of $25,000 to $35,000
-
Copy equipment will be replaced without school budgets having to incur a large capital outlay
-
New equipment will support increased efficiency/productivity
-
Fixed printing costs for the next four years
Presentation Time: 5 minutes
School Board Discussion Time: 5 minutes
Action Required: Approval of the proposal from Gordon Flesch Company to provide a managed copier/print program to the Middleton-Cross Plains Area School District.
Original Post