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REVIEW PRESENTATION Hamilton Southeastern Schools Office Services Assessment
| Date post: | 23-Jun-2015 |
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Business |
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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?
