$1.5M Saved—On Photocopies
by Thomas MacMillan | Sep 19, 2011 7:58 am
Posted to: City Hall
Under a new Xerox contract, the city may be printing money.
Metaphorically, of course.
The Board of Aldermen is considering a $4.375 million printing contract with Xerox that would save the city at least $1.5 million over five years, according to Purchasing Agent Mike Fumiatti.
The deal would involve the replacement of all the city’s copy machines, along with those of the Board of Education. The new copy machines would all be networked together with new and existing desktop computer printers.
It’s far cheaper to print on copy machines—now known as Multi-Function Devices (MFDs)—than it is to do desktop printing, Fumiatti said. That’s where the money-saving comes in. The new system will automatically send printing jobs from desktop printers to MFDs if they are over a certain number of pages.
For instance, if someone at the Board of Ed tries to print out 10 copies of a 100-page document, the system will send the job to the Board of Ed’s copy center. The staffer will have to walk down there, punch in an employee code, and print up the 1,000 pages there.
Such a system will reduce the need for costly toner cartridge replacement and desktop printer repairs, Fumiatti said.
The network will also make it easier to scan documents and email them, rather than photocopy them and hand them out, Fumiatti said. That could mean increased paper conservation.
“Plus we’ll be able to see the number of prints being done by everybody,” Fumiatti said. Xerox will provide regular data on who’s printing how much and where. That information will be reviewed regularly by a committee that’s yet to be set up, Fumiatti said.
The move to Xerox marks a shift from a longstanding contract with IKON, Fumiatti said. The current MFDs are five years old and nearing the end of their usefulness, Fumiatti said.
Fumiatti said he’s shooting for a Nov. 1st start date, pending aldermanic approval. The deal was introduced to the Board of Aldermen last week and has been sent to committee for a recommendation.
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Did we get multiple bids or put this out for an RFP?
This is a great idea, but only if the copiers purchased (leased?) are rated to handle the number of copies being made. At my school last year the main machine (which was functioning for about 60-70% of the time) made over 1.5 million copies. It is rated for 125,000 a year. Add to that number, all the printing done in the building, and that number would rise quite a bit higher (though much of our printing takes place when the copy machine is down). Of course, if you take away the printers, then we will have no recourse when the machine breaks down…
Great idea, but get great machines please.
To Noteworthy: yes.
See the RFP solicition at:
You can search all open and closed RFPs, bids, etc at:
posted by: Ora on September 19, 2011 9:14pm
Great! Now, according to several of my friends that work for the city, they say something should be done about the way each department orders supplies. There is very little accountability. Usually the executive administrative assistant or someone of the like does ordering and over orders constantly. They are also getting too friendly with the interns and are ordering for the interns items that they are using outside of city hall. The interns are also taking supplies for school needs.
There should be a central supply office that someone is in charge of and each department should come with a requisition and the amount of supplies needed perhaps each month. Throughout the year this should be monitored. We should be buying by bulk from places like BJ’s or Costco..and stock a central place and hold someone accountable because there is tremendous waste. Think about this one>you can get a desk mat calendar from Xpect for 99 cents. Do you have any idea what the city is spending for those calendars from another place? It is not cheap.
If the city, and the Board of Ed, and all the schools would just stop using so much paper, their budget would be fine. In the past week, I’ve gotten several calendars from my kids’ schools. They sent the wrong one, here’s the right one, no here’s the right one. 6 pieces of paper for something I already had in the school calendar. The overuse has got to stop first, and then the rest will be easy.
What about IKON support staff?
Nowhere in this article does it mention how many IKON staffers will be laid off as a result of this transition.
That’s okay, though. The machines are what’s really important, right?
The point of having photocopiers is to create jobs? I thought it was to make copies.
Unfortunately, school photocopiers typically get used hard. This is not unique to NHPS. Yes, some of this overuse is due to sloppiness. Most is overly optimistic accounting. So solving the first problem (very hard to do), will not make that great a difference. Sorry Morris Cove Mom (For what it is worth, I often agree with you.).