Multifunction Photocopiers A CampusWide Strategy

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Multifunction PhotocopiersA Campus-Wide Strategy

• March 10, 2009
• California State University Monterey Bay

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Introductions

• James Main VP, Admin Finance
• Chip Lenno Interim CIO
• John Fitzgibbon AVP, Finance
• Art Evjen Director, Business and Support
  Services
• And guests from MBOP and Konica Minolta

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Todays Agenda

• What, Where, Why, When, Who, How
• Project Status to Date
• Still to Be Determined
• Future Potentials
• Introducing Monterey Bay Office Products
• Introducing Konica Minolta (and Web Tour)
• Questions

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But, before we begin

• Please use The CCS sheet during todays
  discussion
• to jot down any Comments, Concerns and
  Suggestions that you feel are important as we
  begin implementation of this campus-wide solution
• Wed like to collect these pages for any
  additional inputs that should also be considered

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What

• Networked Multifunction Photocopiers
• Copy
• Print
• Scan
• Fax
• Convert to .pdf, etc.?

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Where

• Semi-ubiquitous
• 80 units located
• throughout the CSUMB campus

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Why

• Institutional Cost Savings for CSUMB
• Convenience
• More Capabilities
• Reliability (new vs. old)
• More Useful Features
• Efficiency
• Versatility
• Environmentally friendly
• Accessibility (Accessible Technology Initiative,
  Sec. 508)

VALUE
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Why (contd)

• Current CSUMB situation (approximate)
• Volume 525,000 copies per month (annualized
  average)
• 6,300,000 copies per year
• Maintenance gt 77,400 per year
• Purchase/Lease 70,000 - 80,000 per year
• Estimated if 80 units with 8yr replace rate, then
  purchasing
• 10 units per year with average price of 7,000

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Why (contd)

• Some CSUMB data, as of 2-20-09
• 15 owned units at maintenance cpc gt .020 /click
• 1/3 of these units are at cpc gt .030 /click
• gt 40 units were installed 2004 or earlier 6 from
  95-98
• (these 6 happen to be Minolta copiers)
• gt 40 units have photocopy as its only function
• 43 units currently average 268,500 clicks/month
  and
• a collective annual maintenance of 60,537 for
  an
• average cost of .0188 /click for photocopy only

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When

• Any day now
• RFIQ (Request for Information and Quote) 10/9/08
• Mandatory Vendor Conference Week of 10/20 24
• Addendum 11/13/08
• Proposal Deadline (extended) to 12/2/08
• Review, Analysis, Field Interviews (Dec Jan)
• Selection and Notification 2/13/09
• Currently negotiating details and phase-in
  strategies

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Who

• Procurement
• Information Technology
• and
• YOU !
• the Students, Faculty and Staff
• of CSUMB

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How

• Cost per Click Program
• Clicks are every page surface
• copied or printed (physical output)
• double-sided 2 clicks
• Scans and faxes sent are not clicks
• Faxes received and printed are clicks

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How (contd)

• Cost per Click Program
• Covers all costs, except paper
• No ownership of machines
• No additional maintenance costs
• No additional toner costs
• Cost of a sheet of paper Avg. 1 per sheet (5
  /ream of 500)

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(No Transcript)
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How (contd)

• Ongoing Paper Costs
• If 500,000 copies (clicks) made each month,
• If 3/5 are made single sided and 2/5 are
  double-sided
• 300,000 _at_ .01 3,000
• 200,000/2 _at_ .01 1,000
• 4,000 per month for paper

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RFIQ Results

• Cost per Click Program
• For 81 units at several possible average monthly
  volumes
• If 500,000 clicks per month ? .020 / click
• If 400,000 clicks per month ? .024 / click
• If 600,000 clicks per month ? .018 / click
• If 750,000 clicks per month ? .015 / click
• If 1,000,000 clicks per month ? .013 / click
• Color copies and print jobs are at .05 / color
  click

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How (contd)

• Example
• at 0.02 per click
• a 50 page printed document would cost 1
• 10 more copies (500 printed pages)
• would cost 10
• Plus 5.50 for the paper (or 2.25, if
  double-sided)
• Note 6,300,000 paper sheets _at_ 0.9 56,700

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How (contd)

• Implementation would involve consults for each
  proposed location to analyze usage volumes and
  project future use demands
• Aiming for OPTIMUM fit of each unit for each
  location

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Still to Be Determined

• How to differentiate among departments
• How to differentiate among users
• User codes or card readers
• Speed of implementation
• Phasing of younger machines recently acquired or
  leased

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Future Potentials

• Broader output management
• Job aides and guidelines to facilitate further
  cost reductions
• Paper trays to recycle 1-sided paper for draft
  printing

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Also with us today

• From Monterey Bay Office Products
• Kellie Murphy President and Chief Operating
  Officer
• Dave Parara Director of Sales and Marketing
• Albert Saldaña Director of Service and
  Materials
• Paul Coatu Field Supervisor for Monterey
  Peninsula
• Kenny Alexander Account Executive
• And from Konica Minolta
• Tracé Herbert Document Solutions Consultant

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Multi-Functional Device Photocopy/Print/Scan/Fax
MachinePartnership

• California State University
• Monterey Bay
• and
• MONTEREY BAY
• Office Products

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MBOP Who We Are

• Founded in 1982
• Largest, Independently Owned Office Technology
  Dealer in the Monterey Bay Area
• 40 Local, Full-Time Employees
• Authorized Konica Minolta and Ricoh Family Group
• Centrally located - just 11 miles from CSUMB!

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MBOP is Monterey Bay

• MBOP is locally owned and operated.
• All billing, service calls and deliveries
  originate from our Salinas office.
• We are a certified small business.
• We are in the process of becoming a certified
  GREEN business.
• MBOP and its employees are actively involved in
  the community.

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MBOP Resources

• LOCAL, 24-Person Service Team
• 1.5 Million Parts/Supply Inventory
• Quick, local support when you need it

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MBOP CSUMB History

• MBOP was the 1st copier vendor at CSUMB
• First Copier Placed in 1994.
• Grew to over 100 Copiers, Faxes Microfiche
  Readers
• Continued to provide service even after CSU Bid
  in 2005.

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MBOPs Resources

• On-site Training Support
• Application Seminars
• Support from our manufacturer partners

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MBOP Solutions

• High Speed Network Printers Scanners
• Microfilm and Microfiche Readers
• Book Scanners
• Wide Format Digital Equipment
• Postage Meters and Mailing Equipment
• Folders and Shredders
• Software Solutions for Electronic Storage
  Archiving, Print Management, Variable Data, Data
  Monitoring and Control

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MBOP is here for CSUMB

• We are established and financially strong.
• We are local and community oriented.
• We are reliable, flexible and our people are
  empowered to focus on our customers.
• We have a dedicated and committed staff.
• We are dog-friendly!

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And now, from Konica Minolta

• Trace Herbert

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And now, back to

• Art Evjen

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Questions ?
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CCS Sheet and

• THANK YOU !!