HCPS FL Logo Business
Action Item
DATE: Tuesday, May 8, 2012
TO: School Board Members
FROM: MaryEllen Elia, Superintendent
SUBJECT / RECOMMENDATIONS
Approve the Managed Document Services (MDS) Offering from IKON Office Solutions, Inc., a Ricoh Company, Under the Existing Ricoh America Corporation and U. S. Communities, City of Los Angeles Contract #58795 Multifunctional Printers, Copiers, Lease/Purchase, Fax/Purchase, and Document Solutions Pilot Project (Business Division)
EXECUTIVE SUMMARY
On December 7, 2010, the Board approved Hillsborough County Public Schools (HCPS) to utilize the Ricoh contract to lease and manage a per copy program for district copiers.  We propose expanding the use of the contract to include Managed Document Services (MDS) to facilitate a proposed pilot.

HCPS currently purchases printers from an approved list of Hewlett-Packard products.  The Technology Repair Department provides some warranty and non-warranty repair.  HCPS is challenged to control the variable costs associated with printers.  Ongoing expenditures include toners, cartridges, warranties, repairs, parts, and the cost of handling parts inventory; this excludes the initial cost of the printer and paper.

MDS is an integrated bundle of services, consulting, software, parts, and supplies.  MDS offers cost savings, control, continuous improvement, and process optimization through consistent execution.  The bundle of services or turn-key solution is quoted as a cost per page.  The proposal suggests the current HCPS expenditures on consumables, maintenance, parts, etc., be replaced with a cost per page.

Executive Summary continued on attachment.

STRATEGIC OBJECTIVES
• Demonstrate best financial practices
FINANCIAL IMPACT (Budgeted:  Yes)
Funds that are available in the sites' supply and repair budgets will be moved to maintenance services.
EVALUATION
Procurement and Technology Repair Department staff will monitor and administrate the program to ensure savings are realized and expand the program when applicable.
SUBMITTED BY:  Kate Rouse, Senior Procurement Officer, Procurement Department
Jean Bowman   Gretchen Saunders
General Manager, Procurement Department
(813) 272-4374
  Chief Business Officer
(813) 272-4270
    A 5.05
Hillsborough County Public Schools (Florida) * Mtg.#20120508_501 (Board Meeting) * Section A Item# 5.05