2004 District-wide 2004 District-wide Copier AssessmentCopier Assessment in Partnership with the Xerox Corporation

Dr. Randolph Ward – State AdministratorDr. Randolph Ward – State AdministratorGloria Gamblin – Deputy SuperintendentGloria Gamblin – Deputy SuperintendentMichael L. Moore, Sr. – Operations OfficerMichael L. Moore, Sr. – Operations Officer

                      

                

Scope of AssessmentScope of Assessment 15 members of Xerox Assessment team 15 members of Xerox Assessment team

visited 120 sites and interviewed over 150 visited 120 sites and interviewed over 150 individuals.individuals.

Xerox conducted the survey over a 2 month Xerox conducted the survey over a 2 month periodperiod

Data collected in the survey included Data collected in the survey included identification of all units (copiers, printers, identification of all units (copiers, printers, fax machines, and multi-functional devices), fax machines, and multi-functional devices), unit volumes, and current costs.unit volumes, and current costs.

Identified outsource volume by application Identified outsource volume by application and site. Captured total output management and site. Captured total output management cost District wide.cost District wide.

Global Assessment ResultsGlobal Assessment Results

K-5: 63 LocationsK-5: 63 Locations

Current Volume: 75,489* per monthCurrent Volume: 75,489* per month

Current Cost: $3,019*Current Cost: $3,019*

Current Equipment: 1 fax, 2-4 copiers, multiple Current Equipment: 1 fax, 2-4 copiers, multiple laser printers, 1-2 Risographs.laser printers, 1-2 Risographs.

Assessment – Overall Dissatisfaction, copiers Assessment – Overall Dissatisfaction, copiers did not meet their needs.did not meet their needs.

* Figures based on OUSD interviews * Figures based on OUSD interviews & National Averages& National Averages

Elementary School Elementary School Sample SitesSample Sites

Worst ScenarioWorst Scenario: : GarfieldGarfield (1) Lanier 40 ppm, (1) OCE 75 ppm, (1) Panasonic 50 ppm, (1) (1) Lanier 40 ppm, (1) OCE 75 ppm, (1) Panasonic 50 ppm, (1) Sharp 22 ppm, (1) Mita 20 ppm, (1) Savin 65 ppm, (1) Konica Sharp 22 ppm, (1) Mita 20 ppm, (1) Savin 65 ppm, (1) Konica 40 ppm. (1) Risograph (43) Desktop printers. 40 ppm. (1) Risograph (43) Desktop printers. Total estimated monthly site cost: $3,800 +Total estimated monthly site cost: $3,800 + ? ?

Average SiteAverage Site: : Bella VistaBella Vista (2) Ricoh 65 ppm, (2) Savin 55 ppm, (1) Risograph. (35) HP (2) Ricoh 65 ppm, (2) Savin 55 ppm, (1) Risograph. (35) HP desktop printers. desktop printers. Total estimated monthly site cost: $2,135.00Total estimated monthly site cost: $2,135.00

Benchmark SchoolBenchmark School: : Carl MunckCarl Munck (1) Sharp 75 ppm, (1) Konica 25 ppm, (1) Risograph (broken). (1) Sharp 75 ppm, (1) Konica 25 ppm, (1) Risograph (broken). 12 Desktop Printers. 12 Desktop Printers.

Total estimated monthly site costs: $827.50Total estimated monthly site costs: $827.50

Global Assessment ResultsGlobal Assessment Results

Middle Schools: 14 LocationsMiddle Schools: 14 Locations

Current Volume: 145,626*Current Volume: 145,626*

Current Cost: $5,825*Current Cost: $5,825*

Current Equipment: 1 fax, 2-6 copiers, Current Equipment: 1 fax, 2-6 copiers, multiple laser printers, 1-2 Risographs.multiple laser printers, 1-2 Risographs.

Assessment – Needs improvement, Copy Assessment – Needs improvement, Copy quality issues.quality issues.

* Figures based on OUSD Interviews * Figures based on OUSD Interviews & National Averages& National Averages

Middle School Sample SitesMiddle School Sample Sites

Worst Scenario: Worst Scenario: WestlakeWestlake (2) Canon 65 ppm, (3) Canon 50 ppm, (2) Risograph 50 ppm, (2) Canon 65 ppm, (3) Canon 50 ppm, (2) Risograph 50 ppm, (1) Konica 35 ppm, (1) A.B. Dick 35 ppm. (41) Desktop copiers. (1) Konica 35 ppm, (1) A.B. Dick 35 ppm. (41) Desktop copiers. Total estimated monthly site cost: $6,100Total estimated monthly site cost: $6,100

Average Site: Average Site: MadisonMadison (1) Panasonic 55 ppm, (1) Panasonic 60 ppm, (1) Savin 65 (1) Panasonic 55 ppm, (1) Panasonic 60 ppm, (1) Savin 65 ppm, (1) Xerox 30 ppm, (1) Risograph, (1) Panasonic 15 ppm. ppm, (1) Xerox 30 ppm, (1) Risograph, (1) Panasonic 15 ppm. (42) Desktop printers. (42) Desktop printers. Total estimated monthly site cost: $5,300Total estimated monthly site cost: $5,300

Benchmark School: Benchmark School: HavenscourtHavenscourt (2) Panasonic 50 ppm, (1) Oce 2475 75ppm. (46) Desktop (2) Panasonic 50 ppm, (1) Oce 2475 75ppm. (46) Desktop printers. printers. Total estimated monthly site cost: $3,200Total estimated monthly site cost: $3,200

Global Assessment ResultsGlobal Assessment Results

High Schools: 17 LocationsHigh Schools: 17 Locations

Current Volume: 176,882*Current Volume: 176,882*

Current Cost: $7,075*Current Cost: $7,075*

Current Equipment: fax, 4-39 copiers, Current Equipment: fax, 4-39 copiers, multiple laser printers, 1-2 Risographs.multiple laser printers, 1-2 Risographs.

Assessment – Equipment issues, machines Assessment – Equipment issues, machines not networked, reliability issues.not networked, reliability issues.

* Figures based on OUSD Interviews * Figures based on OUSD Interviews & National Averages& National Averages

High School Sample SitesHigh School Sample Sites

Worst Scenario: Worst Scenario: Castlemont HighCastlemont High (39) copiers various speeds, models, and vendors. (150) Desktop (39) copiers various speeds, models, and vendors. (150) Desktop printers. printers.

Total estimated monthly sites cost: $8,500+Total estimated monthly sites cost: $8,500+

Average Site: Average Site: Oakland HighOakland High (2) Oce, 100 ppm, (3) Canon 60 ppm, (1) 55 Konica, (1) Royal (2) Oce, 100 ppm, (3) Canon 60 ppm, (1) 55 Konica, (1) Royal 25 ppm (2) Oce 75 ppm (135) Desktop Printers. 25 ppm (2) Oce 75 ppm (135) Desktop Printers.

Total estimated monthly site cost: $6,200+Total estimated monthly site cost: $6,200+

Outsourcing - CapturedOutsourcing - Captured

Current: $254,251.51Current: $254,251.51 Proposed: $24,558.87Proposed: $24,558.87 Savings: $229,692.52Savings: $229,692.52

Many sites currently “send out” jobs that could easily be captured by printing utilizing the OUSD Print Shop or proper onsite equipment…

Current Estimated Current Estimated Monthly OUSD CostsMonthly OUSD Costs

$219,325*$219,325*

* Estimate based on OUSD Interviews * Estimate based on OUSD Interviews & National Averages& National Averages

Next StepsNext Steps Research and propose “piggy-backable Research and propose “piggy-backable

bid” to State Administrator and CFO to bid” to State Administrator and CFO to address one-year needs of sitesaddress one-year needs of sites

Validate Desired OUSD SolutionValidate Desired OUSD Solution

Publish copier “Request for Proposal” Publish copier “Request for Proposal” (RFP)(RFP) to meet long-term copier needs to meet long-term copier needs

Develop Information Dissemination and Develop Information Dissemination and Implementation Plan for full Support of the Implementation Plan for full Support of the long-term Solution provided by successful long-term Solution provided by successful bidder provided by the RFP processbidder provided by the RFP process

Special thanks to theSpecial thanks to the Xerox Corporation for donating the time, for donating the time,

expertise and resources that expertise and resources that made this comprehensive made this comprehensive

assessment possible!assessment possible!Oakland Unified School District

Procurement DepartmentJune 2004