Hillsborough County Public Schools (HCPS) has been piggybacking the US Communities, City of Los Angeles Supply Contract #58795 Multifunctional Printers, Copiers, Lease/Purchase, Fax-Purchase, and Document Solutions including Managed Document Services (MDS) since obtaining Board approval on December 7, 2010.  This new contract will allow HCPS to continue our six-year copier refresh leasing program approved by the Board April 1, 2010, and our MDS pilot approved May 8, 2012.

As part of an ongoing effort to drive down costs associated with copying, HCPS has negotiated no-cost network capabilities on future purchased multifunctional devices (MFD).  This feature allows employees to print directly to the least expensive MFD.  This year Ricoh will provide 20,000 licenses of PCS Director software at no cost with our annual lease refresh of copiers. This would allow future expansion of our MDS pilot program.

Executive summary continued on attachment

Contract administration or evaluation is performed by the Project Manager (end user) and Procurement Officer, who function as a team.  Reviews are conducted face to face, typically quarterly, or by utilizing an online vendor performance report.  Prior to soliciting a new contract, the Contract Administration Team must first give consideration to the specifications and supporting data of the expiring contract.