Agenda Item
Meeting Date: 6/10/2019 - 6:30 PM
Category: New Business
Type: Action
Subject: Selection of Bidder for Copier Equipment and Service
Board Goals:
7. 2018-2019, 17-18, 16-17, 15-16, 14-15 & 13-14: Support the implementation of the approved four-year technology plan
Support the implementation of the approved two-year technology plan for effective classroom delivery including the use of virtual technology and social networking.
Policy: DJF-1 - Purchasing
Enclosure: RFP Response Tabulation
SumnerOne Contract and Cost Sheet
File Attachment:
Leased Copier Bid Tabulation.pdf
FINAL CONTRACT - RAYTOWN SCHOOLS 6-5-2019.pdf
Background & Rationale: The district's five-year copier/printer lease will end August 1, 2019. The district released a RFP for a new copier/printer lease. Two vendors responded. The current provider, SumnerOne, provided the lowest bid. Since we will be renewing with the same vendor, we have the opportunity to continue the lease of our current printers, which will reduce the overall leasing cost. With this new contract, the district will merge the lease of the district copy center's copiers/printers with the larger district lease. In addition, SumnerOne has provided competitive pricing, which will significantly reduce the total monthly budget. Currently, the district spends $25,806.88 per month for copiers and printers (including cost per page charges). The new lease will cost the district approximately $20,979.35 per month (including cost per page charges).

The cost per page chargers are as follows:
Copiers: $.003 per page for black/white, $.03 per page for color
Printers: $.005 per page for black/white, $.065 per page for color

Currently, the district owns approximately 100 HP printers which are over ten (10) years old. The cost to maintain these old printers exceeds the cost to move them to this new lease pricing. Under this lease, the district will continue to move all currently owned HP printers, to the SumnerOne lease as they fail or need supplies. This move will happen gradually throughout the year.
Budget to be Charged: Technology
Motion: I move that the Board approve SumnerOne as the district’s provider for leased copiers and printers for an average monthly cost of $20,979.35.
Approvals:
Recommended By:
Signed By:
Melissa Tebbenkamp - Director of Instructional Technology
Signed By:
Dr. Steve Shelton - Associate Superintendent of Operations
Signed By:
Dr. Allan Markley - Superintendent