REVIEW PRESENTATION

Hamilton Southeastern SchoolsOffice Services Assessment

Agenda

BackgroundApproachPotential Cost ReductionNext StepsQuestions

Background

Office services include: Imaging devices – copiers, printers, duplicators

(RISOs) Laminators Postage machines

Office services assessment reviewed all devices, vendors, and capabilities

Initial cost analysis focused solely on imaging devices (~95% of total office services spending)

Background

Why evaluate copy/print services? Single largest technology expense (excluding

personnel) Exerts daily impact on instruction Requires measurable technology staff involvement Extremely heterogeneous environment Potential 1:1 implementation will affect use

Background

Why evaluate copy/print services?

*Note: Other office services only amount to <1% of technology spending.

Background

Why evaluate copy/print services?

*Note: 2012 District-wide average cost per copy (CPC) is $0.01.

District-wide average CPC: $0.01

Approach

Interviewed key administrative personnel at every building – more than 70 staff in total

Collected and analyzed comprehensive data about the copier, printer, and duplicator inventory

Identified significant potential cost savingsCreated a baseline model for new copy/print

environment

Potential Cost Reduction

Upgrade equipment and streamline inventory Purchase or lease ~35 new copiers Eliminate ~100 printers and most RISOs Cost savings predominantly comes from more efficient

and reliable new copiers District-wide implementation of newer models

provides enhanced functionality at every device (e.g, copy, print, scan, email, and user box features)

Similar geographic layout and device functionality minimizes impact on teachers and administrative staff

Potential Cost Reduction

Upgrade equipment and streamline inventory

Equipment Quantity

Device Current Future Change

Copier 92 83 -9

Printer 502 401 -101

RISO 24 5 -19

Potential Cost Reduction

Potential Cost Reduction

Potential Cost Reduction

Potential five-year savings: $590,978

Next Steps

Recommendation: Approve open RFP/procurement process

Preliminary Timeline

Milestone Date

Issue RFP August 27, 2013

Proposal Responses Due

October 11, 2013

Preferred Vendor Selection

October, 31 2013

Board Approval November 25, 2013

Questions?