Getting the Right
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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




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Slide1

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.

Slide2

Intro

Who We Are:Harford County Public SchoolsJeff LaPorta, SupervisorWho Is The Buyer:Sam Carnucci, Purchasing Agent, CPPBWho Is The Vendor:Action Business Systems Supplying Toshiba Copiers

Slide3

Background

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

Slide4

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.

Slide5

Process: Internal

Focus GroupPrincipals, Instructional DirectorGet “Buy-In” For Right SizingCost Savings Stays With The SchoolWould They Utilize Networking & ScanningWho Would Pay For The Erasing of Data

Slide6

Process: External

We Did Not Want To Do Our Own BidWe Wanted Vendors To Bring Us Their Best Existing ContractWe Had To Determine How Many Bands Of Copiers We WantedWhat We Gave The Vendors (attachment)

Slide7

Evaluation

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

Slide8

Evaluation

I Didn’t Know That!Some Contracts State They Could Use Re-Fab UnitsSome Contracts List A Removal Cost For The End Of The LeaseSome Have Automatic Renewal Clauses

Slide9

Obstacles

Everyone Wants “A-Say” In This Topic

Everyone’s Copier Is SOOOOO Important To ThemGetting Buy-In For ChangeDifficult Convincing Schools They Would Not Lose Money SavedScheduling The Physical DeliveryInstalling Network DropsThe Incumbent Vendor

Slide10

Results

What Did We Get In Our Contract

Staples Included. 10 Free Moves Per Year.Underage Credit. This Year = $19,000Training Throughout The ContractConsistent Overage Rate Regardless Of Copier SizeAll Units Networkable With Scanning CapabilityA Cooperative Vendor

Slide11

Financials

What Were We Paying?

$55,000 Per MonthWhat Are We Paying Now?$32,000 Per MonthHow Did We Save So Much?Right SizingSam’s Diligence Looking At The DataSam’s Diligence Working For The Best DealA Cooperative VendorSam!

Slide12

End User Perspective

Schools Have More Discretionary Money In Their Budget

The New Copier Cost Was Backed Into A Per-Pupil Allocation For Future BudgetsThey’re Happy!!!

Slide13

Vendor Perspective

Action Business Systems Has An Attractive

Piggybackable ContractDave Kersch And Mike Moat Can Tell You More