LIBERTY ISD

1
LIBERTY ISD

• Copy Machine Proposal
• 2008-09

2
DISTRICT OVERVIEW

• 4 Campuses
• San Jacinto Elementary (Grades EE-1)
• Liberty Elementary (Grades 2-5)
• Liberty Middle School (Grades 6-8)
• Liberty High School (Grades 9-12)
• Enrollment 2,227
• 391 Full-time Staff
• 16 Part-time Staff
• 186 Teachers

3
SAN JACINTO ELEMENTARY

• Grades EE - 1

4
SJE Campus Overview

• Current Enrollment 451 students
• Teachers 32
• Aides 15
• Average annual copies 633,520
• Annual copies per student 1,405
• Annual copies per teacher 19,798

5
SJE Campus Overview

• Current Set Up (2 Copiers)
• Sharp AR-M700U in teacher Workroom
• 2,609,542 copies
• Copies are monitored and limits enforced by using
  account codes for each user
• Sharp AR-450U in Administrative Office
• 135,711 copies
• Copies are monitored and limits enforced by using
  account codes for each user

6
SJE Campus Overview

• Principals Perspective
• Utilizes options to control the number of copies
  per teacher
• Limits budget allocation towards paper and copy
  machine service fees
• Satisfied with current number of machines
• Interested in networking for printing
• Interested in color copier

7
LIBERTY ELEMENTARY

• Grades 2 - 5

8
LES Campus Overview

• Current Enrollment 679 students
• Teachers 44
• Aides 17
• Average annual copies 1,429,725
• Annual copies per student 2,105
• Annual copies per teacher 32,494

9
LES Campus Overview

• Current Set Up (3 copiers)
• Sharp AR-M700U in Workroom
• 2,006,679 copies
• Utilizes a volunteer to make copies
• Copies are ordered by grade level
• Sharp AR-450U in Administrative Office
• 242,004 copies
• Primarily used by Administrative Office staff

10
LES Campus Overview

• Current Set Up (cont)
• Sharp AR-M700U in Library
• 3,946,792 copies
• Utilizes a volunteer to make copies
• Copies are ordered by grade level

11
LES Campus Overview

• Principals Perspective
• Not interested in assigning a number of copies
  per teacher
• Interested in networking at least one copy
  machine for use as a printer
• Would like another large copy machine on campus
  to limit the wear and tear on the machines and
  reduce down time

12
LIBERTY MIDDLE SCHOOL

• Grades 6-8

13
LMS Campus Overview

• Current Enrollment 463 students
• Teachers 40
• Aides 11
• Average annual copies 1,094,355
• Annual copies per student 2,364
• Annual copies per teacher 27,358

14
LMS Campus Overview

• Current Set Up (4 copiers)
• Sharp AR-M700U in teacher Workroom
• 3,137,813 copies
• Utilizes a volunteer to make copies
• Teachers make copies for their class
• Sharp AR-450U in administrative office
• 1,328,880 copies
• Utilizes a volunteer to make copies
• Teachers make copies for their class

15
LMS Campus Overview

• Current Set Up (cont)
• Sharp AR-M277 in Campus Secretarys Office
• 148,399 copies
• Use limited by location
• Sharp AR-M237 in LMS Band Hall
• 127,114 copies
• Use limited by location

16
LMS Campus Overview

• Principals Perspective
• Would like a copy machine in the Library
• Sharp AR-450U located in Workroom should be
  replaced with a bigger machine
• Some interest in networking for printing
  capability on the machine in the Campus
  Secretarys Office

17
LIBERTY HIGH SCHOOL

• Grades 9-12

18
LHS Campus Overview

• Current Enrollment 626 students
• Teachers 55
• Aides 11
• Average annual copies 1,812,167
• Annual copies per student 2,895
• Annual copies per teacher 32,948

19
LHS Campus Overview

• Current Set Up (6 copiers)
• Sharp AR-M550U in teacher Workroom
• 3,383,775 copies
• Math Department utilizes an aide for copying
• Teachers make copies for their class
• Sharp AR-M550U in Workroom
• 3,529,433 copies
• Math Department utilizes and aide for copying
• Teachers make copies for their class

20
LHS Campus Overview

• Current Set Up (cont)
• Sharp AR-M550U in Library
• 639,353 copies
• Copies limited by location
• Teachers make copies for their class
• Sharp AR-168D in Athletic Field House
• 7,682 copies
• Copies limited by location

21
LHS Campus Overview

• Current Set Up (cont)
• Sharp AR-M237 in Counselors Office
• 146,419 copies
• Copies limited by location
• Sharp AR-M237 in Administrative Office
• 146,050 copies
• Primarily used by office staff

22
LHS Campus Overview

• Principals Perspective
• Higher volume machines to replace those in the
  Workroom
• Satisfied with number of machines
• Plans to utilize machine in Library to lessen
  wear on the two machines located in the Workroom

23
LIBERTY ISD ADMINISTRATION
24
LISD Admin Overview

• Located in two attached buildings
• Employees 19
• Average annual copies 259,007
• Annual copies per Employee 13,632

25
LISD Admin Overview

• Current Set Up (6 copiers)
• Sharp AR-M350 in Superintendents Office
• 138,039 copies
• Networked for scanning and printing
• Two primary users
• Sharp AR-M350N in Business Office
• 204,183 copies
• Networked for scanning
• Seven primary users

26
LISD Admin Overview

• Current Set Up (6 copiers)
• Sharp AR-M237 in Business Office
• 201,627 copies
• Seven primary users
• Sharp AR-M450U in Coffee Bar
• 287,953 copies
• Four primary users

27
LISD Admin Overview

• Current Set Up (6 copiers)
• Sharp AR-M450U in PEIMS Office
• 43,221 copies
• Two primary users
• Sharp AR-M277 in Auxiliary Services Office
• 247,341 copies
• Four primary users

28
LISD Admin Overview

• Administrations Perspective
• Administration should eliminate one to two
  copiers from use
• PEIMS copy machine should be downsized to a
  machine appropriate for the volume

29
COST UNDER CURRENT ARRANGEMENT

• Lease through CIT Technology
• 2,000 monthly for all 20 machines
• Maintenance agreement through Star Graphics
• .0075 per copy
• Includes
• Staples
• Toner
• Machine maintenance

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COST UNDER CURRENT ARRANGEMENT

• Annual expenditures including lease payments and
  maintenance agreement
• Average of 81,560 annually
• 2004-05 79,504
• 2005-06 76,483
• 2006-07 85,665
• 2007-08 71,335

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COST UNDER CURRENT ARRANGEMENT

• LISD will not own copy machines at the end of the
  lease.
• LISD has the option to purchase the current
  machines at the end of the lease.

32
CONSIDERATIONS

• Will LISD consider purchasing refurbished
  machines?
• Yes We will consider purchasing refurbished
  machines if
• The usage is low compared to the copier life
• The machine comes with a warranty
• A maintenance agreement is available with the
  purchase

33
CONSIDERATIONS

• Will LISD consider a month-to-month rental?
• Yes We will consider month-to-month rental as
  long as
• The cost is not too prohibitive
• Maintenance is provided for the machines

34
CONSIDERATIONS

• Do you have a preference between a lease, lease
  purchase, and a purchase?
• For the smaller machines, LISD prefers a lease
  purchase or purchase.
• For larger machines, LISD prefers the method that
  is the most economical.

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CONSIDERATIONS

• Do you have a preferred term for a lease or lease
  purchase?
• Yes three years.
• Would you consider a longer term?
• Yes, but only to keep within our budget. The
  larger machines are quite a bit worn after three
  years.
• We would not consider any lease over four years.

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CONSIDERATIONS

• Do you prefer a maintenance agreement whose cost
  is billed on a cost per copy or an estimated
  number of copies with charges for overages?
• LISD prefers to be billed for the maintenance
  agreement based on actual copies.
• Would you consider being billed for an estimated
  number of copies?
• Yes, if it is significantly cheaper and there is
  a means to receive credit for inactivity during
  Summer months.

37
CONTACT

• If you have questions after the meeting, email
  your question to mrlee_at_libertyisd.net.
• All questions must be in writing.
• The question and response will be provided to all
  prospective vendors via email.