Title and Board Action Requested
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Approve piggybacking U.S. Communities, National IPA & NCPA, wholly owned subsidiaries of OMNIA Partners Public Sector, Contract No. 2021002788, RFP No. 001811, Print Goods & Services, and approve the master agreement with Ricoh USA, Inc. for the 60-month leasing of multi-function copier devices district-wide and authorize spending for an estimated $522,683.57 annually.
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Executive Summary
The Director of Purchasing & Warehousing, on behalf of the Superintendent of Schools, hereby requests the Board approve the piggybacking of U.S. Communities, National IPA & NCPA, wholly owned subsidiaries of OMNIA Partners Public Sector, Contract No. 2021002788, RFP No. 001811, Print Goods & Services, and approve the master agreement with Ricoh USA, Inc. for the 60-month leasing of multi-function copier devices district-wide. The 60-month lease agreement expenditure is as follows:
District Fleet Lease: $16,966.80 monthly (10.44% savings from previous contract)
District Fleet Usage: $10,000.00 monthly (estimated)
CPC: $.0034 B&W/$.040 Color
Print Shop Lease: $7,766.26 monthly (19.83% savings from previous contract)
Print Shop Usage: $6,000.00 monthly (estimated)
CPC: $.0032 B&W/$.040 Color
Food & Nutrition: $907.20 monthly (10% savings from previous contract)
Food & Nutrition Usage: $250.00 monthly (estimated)
CPC: $.0034 B&W/$.040 Color
The cost per copy (CPC) includes toner cartridges, staples, service, maintenance, parts and labor.
The district will also be exercising the $1 buyout option with our ending lease agreement, for 45 low volume multi-function units. These units will be utilized district-wide where needed. The CPC for these units (attached) will include all toner, staples, service, maintenance, parts and labor. Ricoh will arrange for the pickup and redistribution of each of these 45 units, at no charge, during the initial launch of the new contract.
Included with the new lease agreement, Ricoh will remove old equipment, deliver, install and set up all new equipment, transfer any internal ID codes, and train staff. Ricoh will also provide a hard drive surrender certification, which will erase the memory on all old equipment.
The budget sheet includes spending for 2025-2026 fiscal year, which is prorated and reflects five (5) months of payments under the current/ending contract. The new contract rates begin December 1, 2025.
HCSB Bid No. 26-015-05 PB has been assigned for internal tracking purposes.
My Contact
Christopher Reckner
Director of Purchasing & Warehousing
(352) 797-7060
2023-28 Strategic Focus Area
Priority 5: Fiscal Transparency and Capital Planning
Financial Impact
See attached budget sheet.
If expenditure is not currently budgeted, this will serve as the budget amendment when Board approved. If the agenda item includes the purchase of goods or services, the funds requested are an anticipated amount and may fluctuate depending on such factors as current market conditions, product availability, additional funding sources, and the needs of the District. Should the actual cost exceed the anticipated amount, the Board approves the additional cost, after review by the superintendent, but not in excess of the funds available in the site’s approved annual budget.