Fort Dodge Community School District

District-wide printing and copying...

Posted on 12/02/2014 at 01:16 PM by Jeremy Pearson

Brandon Hansel and I have been working on a request for proposal (RFP) for the district's printing and copying contracts for about a year now.  We currently have three different vendors in the district providing equipment and services:

  • Marco (fomerly Fort Dodge Business Systems) provides and services the 20 district copy machines.
  • Access Systems services all of the 105 printers in the district.
  • Premiere (Xerox appointed) provides and services the big copy machine in the district copy center.


Our new RFP will roll these three different contracts into 1 big contract.  Our goal is to have one vendor provide the equipment, do the service, provide the supplies and be a single contact point for the district for all three of these areas.  This is a big contract, and carries significant dollars with it.  These three contracts cost the district almost $125,000 per year, and that doesn't yet include the paper that these devices use!  We've had several vendors walk through the entire district to look at our current environment, and make suggestions for how to make us more efficient, yet provide cost savings to the district.  Here's a highlight of what we will be asking for in our RFP:

  • New devices across the district, including both copy machines and printers.
  • A change from copier codes, to swiping your id badge for using the copiers.  This will allow for less waste and allow for better confidentiality of your printing to those devices.
  • Some devices will be relocated in the buildings to maximize efficiency but still provide access to everyone.
  • Some existing devices will be consolidated into a larger, more efficient device in the same, general area.
  • A new web submission tool to electronically submit jobs to the copy center, that can be electronically routed for approval and allow tracking of where the job is at in the process.


We are slated to open the RFP's on December 12th.  From there, Brandon and I will evaluate the bids and select the "best value vendor."  That vendor will then be required to provide some demo equipment for the district to test for 30 days.  We are currently planning to take a recommendation to the Board of Education on February 9th, 2015.  Should all go as planned, new equipment will start being installed and delivered the week of March 16th.

Print usage and volume was a key factor in creating this RFP.  Some of the numbers are pretty amazing, so I wanted to share those with you.  Here is a breakdown of all printing in the district, since July 1, 2014.

 

Building Color Laser

Building B&W Laser

Building Total Laser

Building Copy Machines

District Copy Center

Total Pages

Butler Elementary

8,230

56,067

64,297

346,946

161,957

573,218

Cooper Elementary

881

35,897

36,778

200,469

132,653

369,900

Duncombe Elementary

6,790

55,762

62,552

231,089

164,334

457,975

Feelhaver Elementary

4,089

31,507

35,596

184,727

69,861

290,184

Riverside Early Learning Center

4,559

31,528

36,087

102,138

94,570

232,795

Fort Dodge Middle School

649

126,925

127,574

366,486

380,927

874,987

Fort Dodge Senior High

5,339

206,921

212,260

1,251,396

127,672

1,591,328

Central Administration

1,133

88,336

89,469

242,301

340,998

672,768

Totals

31,670

632,943

664,613

2,925,570

1,472,972

5,063,155

As we move forward, we will begin to working with buildings to shift volumes to different locations.  As you look at the cost to print at each of these locations, copies made at the copy center are by far the most affordable.  Next would be the larger copy machines, followed by b&w laser.  Obviously the most expensive page to print is color.  As we walked through the buildings, thoughts on the District's expectations of people to use the Copy Center were different, so that is something that we, as administrators, need to communicate better.  It will take EVERYONE, students and staff, to help keep printing and copying both manageable and affordable.

I'd love to hear your thoughts, so let me know!  Otherwise, stay warm out there, and have a great holiday season!

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