Introduction
The Copier/Printer Program was designed to bring the latest in copier/printer technology to departments and schools through a managed program that eliminates the hassle, ensures a quality product supported by excellent service, and secures an attractive price per copy that remains fixed for five years.
ETS has contracted with two vendors to offer this comprehensive program. The contract term is from 7/1/2009 through 6/30/2014.Please note that ETS recommends you discuss your printer/copier needs with both vendors and your ETS technical team before making a selection. Once a vendor selection has been made for your school or department you cannot change vendors during the term of this contract.
Highlights
The Copier/Printer Program is the only program at The School District of Greenville County that enables departments and schools to obtain a copier/printer without actually purchasing the device. When comparing this program to purchasing a machine, consider the following benefits:
- Black/White output will be charged at 1.3 cents per page regardless of the volume. Color will be charged at 12 cents per page up to 45,000 pages per color device, subsequently, 6 cents after the target volume has been met. Scanning only will be no cost. The cost per copy will not increase during the five year term of the agreement (no escalating service costs). These are not to exceed costs and the vendor has the option to offer lower costs
- Prices include the device, service, and supplies (excluding paper and staples)
- There are no up-front costs, rental costs or capital investments required
- There are no minimum page quantity requirements
- Machines can be upgraded or downgraded if department or school needs change
There were several changes made to the cost-per-copy contract from prior years, listed below are several key points:
- Locations - All locations are covered under the new contract. A location is defined as any school, district office, support center, or location served or maintained by The School District of Greenville County
- Invoicing - Invoices must be issued by the selected vendor. Locations will not be responsible for payment of invoices not billed after sixty (60) days of agreed invoice date. Any costs associated with a device not reporting page counts older than sixty (60) days are not the responsibility of the location or District. Page counts for network connected devices will automatically be sent to the vendor
- Purchasing from other sources - The District reserves the right to solicit separately any unusual requirements or large quantities of the items specified in this solicitation, otherwise, it is mandatory that all locations procure their requirements for the goods and services during the contract term from the awarded bidder(s), provided however, if a location is offered goods and services at a price that is at least ten percent (10%) less than the term contract prices for the same goods or services, it may purchase from the vendor offering the lower price after first offering the vendor(s) holding the contract the option to meet the lower price. If the vendor(s) holding the contract meets the lower price, then the location must purchase from the contract vendor.
- Accounting - Each device must be capable of enforcing printing account balances/quotas for individual users by location when the user has access to a single or multiple devices. Account balances may be defined by location or District-wide. A PIN or electronic card will be used to identify users.
- Device Allocation - Devices will be allocated based on location, security requirements and volume. A representative from the location, Education Technology Services and the vendor will determine device placement and counts.
- Service - Maximum service response time shall be (from time of first contact) not more than two (2) hours by phone, on-site within four (4) hours and have the printer/copier in operation within eight (8) hours of the initial notification. Response time is based on normal working hours of 8:00 A.M. to 5:00 P.M. Monday through Friday. If a printer/copier is not operational in eight (8) hours, the vendor shall furnish a printer/copier at no additional cost to the location until the printer/copier is repaired and in operation.
The Invitation for Bid (click HERE to view) contains all the program requirements.
Vendors
The following two vendors were awarded the copier/printer contract (Lexmark partnered with Virtucom for services):
| Virtucom/Lexmark | Sharp Business Systems | ||
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Linda Malone Virtucom, Inc 1115 Perdita Way Greer, SC 29650 Phone: 800-890-2611 x256 Cell: 205-307-9737 Fax: 770-908-8007 Email: lmalone@virtucom.com Add to Outlook Contact List |
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Brooks Gardner Sharp Business Systems 337 West Main Street Easley, South Carolina 29640 Phone: 864-859-5013 Cell: 864-361-1612 Fax: 864-644-2605 Email: brooks.gardner@sharpusa.com Add to Outlook Contact List |
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Kent Wedding Lexmark International, Inc. 2400 Lakeview Parkway, Suite 250 Alpharetta, Georgia 30009 Phone: 770-510-1782 Cell: 678-777-5368 Fax: 770-510-1785 Email: kwedding@lexmark.com Add to Outlook Contact List |
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Nicole Jennings Sharp Business Systems 337 West Main Street Easley, South Carolina 29640 Phone: 864-859-5013 Cell: Fax: 864-644-2605 Email: amber.jennings@sharpusa.com Add to Outlook Contact List |
 (click for brochure) |
(click for brochure) |
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Frequently Asked Questions
What is a cost per copy?
Cost per copy/print is a program that maximizes savings by combining the equipment (copiers/printers & accessories), services and supplies (except paper and staples) into one low cost.
Why the cost per copy approach?
A cost per copy approach provides The School District of Greenville County with a standardized copy/print program. By consolidating copier and printer needs into one contract, the district is able to take advantage of our combined purchasing power to reduce costs.
What are the cost and benefits?
For black/white copies and prints the cost per copy is $0.013 per page (color is $0.12 cents per page to a volume of 45,000 copies then $0.06 cents afterwards), regardless of the number of copies/prints made and includes:
- all supplies such as toner (except paper and staples), all parts and services,
- guaranteed service times, a machine loaner (if required), dedicated service personnel, and ongoing unlimited support.
- Replacing high-cost ink jet technology with lower cost digital laser technology.
- Departments and schools will no longer have to request funds to purchase new machines, you only pay for the cost per copy.
What if our department shares a copier/printer with another department, how do I make sure that their copies are not charged to our budget?
Departments sharing a copy machine or printer can be provided with unique access codes or a security card that activates copy count and quota features only for a specific department. The billing will be done based only on that department's specific copy/print count.
Do I need to purchase copier/printer/duplicators using this contract?
Yes, this is a district-wide mandatory program and covers all locations (e.g. schools, district offices, etc.). To reduce support costs, ETS does not support, install, or repair any printer or copy device not covered under this contract.
How are supplies and services obtained?
All supplies, parts (e.g. toner, belt, drum), and services (except paper and staples) can be obtained by contacting the vendor's service number. Indicate the school or department's name, location, machine make and model number. Delivery will be directly to the ordering school or department.
Why do we have more than one vendor to select from?
If a bidder met all the terms and conditions (including the fixed price) of the Invitation for Bid (IFB) they were selected to participate in the program. Each vendor brings to the table different device types with similar specifications as outlined in the IFB. ETS recommends you discuss your printing needs with both vendors before making a selection. Points to consider: type of device, volume, features, service, supply ordering process, invoicing, etc.
Our school/department needs copy services that our current equipment cannot handle (e.g. folding, booklet making, binding, large volume), how do we can this done?
There is a provision in the current IFB/contract that the district reserves the right to solicit separately any unusual requirements or large quantities of the items specified in the IFB. The offered goods and services must be at a price of at least 10% less than the contract price for the same goods and services and our current vendors must be given the opportunity to meet the lower price. If our current vendors cannot meet the price, the department or school can solicit (following the District's procurement code) separately for these goods and services. ETS does not provide support for copiers and printers not provided under the Copier/Printer Program.
When does this program start?
This program will start 7/1/2009 and will be for a one (1) year period with the option to renew each year for each one-year period if agreed to by the successful bidders and the District. The total program may be in effect for no more than five (5) years, unless terminated by the District.
What do we need to do before 7/1/2009 when the new program starts?
The first step is to discuss your printing and copier needs with each vendor that now provides these goods and services. The program is fixed-cost but each vendor distinguishes themselves by the services and the devices they provide. Below are the recommended steps:
- Contact each vendor listed that provides goods and services for this program
- Discuss your printing and copier needs
- Review the materials provided by the vendors
- Select a vendor
Can we select more than one vendor?
You can select more than one vendor, things to consider when you select more than one vendor are:
- Multiple purchase orders
- Multiple invoices
- Printer and copier quotas cannot be enforced across multiple vendors
- Service calls to multiple vendors
What paperwork do we need?
If you are staying with Sharp you will need to issue a new Purchase Order (please reference IFB#2009-12-2-18 on the PO) that will begin 7/1/2009.
If you are moving to Lexmark/Virtucom you will need to write a letter to Sharp on school or department letter head indicating that you no longer require their services. Then issue a new Purchase Order (please reference IFB#2009-12-2-18 on the PO) that will begin 7/1/2009.
Comments and questions? Contact Bill Brown, ETS at 864-355-3111 or Email: bilbrown@greenville.k12.sc.us
(updated: 05/07/2009)