DCPS Smart Print Program - Copiers and Managed Print Services

Dr. Diana L. Greene, Superintendent of Schools EVERY SCHOOL. EVERY CLASSROOM. EVERY STUDENT. EVERY DAY. Duval County Public Schools www.duvalschools.org Purchasing Services PH: (904) 858-4848 1701 Prudential Drive, Suite 322 FAX: (904)858-4868 Jacksonville, FL 32207 August 17, 2023 Toshiba Johanna Fischer, South Region President 624 South Military Trail Deer Field Beach, FL 33442 RE: RFP No. 21-21/LM, Smart Print Program Copiers and Managed Print Services On Tuesday, August 1, 2023 the Duval County Public School Board renewed the contract for Smart Print Program Copiers and Managed Print Services, RFP No. 21-21/LM. This is the second renewal for the period of September 1, 2023 through August 31, 2024. In accordance with Section 18 of the RFP, insurance requirements, please forward an updated copy of your insurance certificate. If you have any questions about this renewal, please contact Louis Mitchum at (904)

85e look forward to a continued successful partnership.\n\nTevience Wright, Director\nDuval County Public Schools\n\ncc Anita Locke\nLouis Mitchum\nMaster Bid File\n\nDr. Diana L. Greene, Superintendent of Schools\nEVERY SCHOOL. EVERY CLASSROOM. EVERY STUDENT. EVERY DAY.\n" "First Renewal to Operating Agreement, Master Lease Addendum,\nand Master FMV Lease Agreement Between Duval County Public Schools\nand Toshiba America Business Solutions, Inc.\n\nThis First Renewal to Operating Agreement, Master Lease Addendum, and Master\nFMV Lease Agreement (hereinafter \"Renewal\u201d) is entered into by and between the School\nBoard of Duval County, Florida, a political subdivision of the State of Florida, located at\n1701 Prudential Dr, Jacksonville FL 32207 (hereinafter referred to as \"DCPS\u201d) and\nTOSHIBA AMERICA BUSINESS SOLUTIONS, INC. whose business address is 25530\nCommerce Centre Drive, Lake Forest, CA 92630, (hereinafter referred to as \u201cToshiba or\n\u201cToshiba Financial Services\u201d or *TFS\u201d). Collectively DCPS and Toshiba shall be known\nas the \u201cParties\u201d and individually a \u201cParty\u201d.\n\nWHEREAS, DCPS issued RFP No. 21-21/LM on March 5, 2021, Toshiba responded to\nthe RFP dated April 1, 2021, and DCPS issued a Recommendation of Award to Toshiba\ndated April 27, 2021; and\n\nWHEREAS, pursuant to the Recommendation of Award to Toshiba on April 27, 2021, the\nParties thereafter executed a \"Duval Master Lease Addendum,\u201d \u201cOperating Agreement,\u201d\nand \u201cMaster FMV Lease Agreement\u201d; and\n\nWHEREAS, the parties wish to renew the term of the \u201cDuval Master Lease Addendum,\u201d\n\u201cOperating Agreement,\u201d and \u201cMaster FMV Lease Agreement\u201d for an additional year.\n\nNOW THEREFORE, Toshiba and DCPS agree as follows:\n\n1. INCORPORATION OF RECITALS. The parties hereto acknowledge and agree that\nthe recitals set forth above are true and correct and are incorporated herein by this\nreference.\n\n2. RENEWAL PERIOD - The parties hereby renew the \"Duval Master Lease\nAddendum,\u201d \u201cOperating Agreement,\u201d and \u201cMaster FMV Lease Agreement\u201d for an\nadditional year, from September 1, 2022 to August 31, 2023.\n\n3. TERMS. The maximum indebtedness under the \u201cDuval Master Lease Addendum,\u201d\n\u201cOperating Agreement,\u201d and \u201cMaster FMV Lease Agreement\u201d during the renewal\nperiod from September 1, 2022 to August 31, 2023 shall be $3,020,235.17. All other\nterms set forth in the \u201cDuval Master Lease Addendum,\u201d \u201cOperating Agreement,\u201d and\n\u201cMaster FMV Lease Agreement\u201d shall remain unchanged during the renewal period,\nunless otherwise agreed to by the parties in writing.\n\n" "Signatures on following page.\n\nTHE SCHOOL BOARD OF DUVAL\nCOUNTY, ELORI\n\nBy:\nie, Chairman\n\n\"Diana Greene\nSuperintendent of Schools and\nEx-Officio Secretary to the Board\n\nDarryl\n\nApproved by Board: September 12, 2022\n\n" "September 12, 2022, Regular Board Meeting\n\nTitle\n9. DCPS SMART PRINT - COPIERS AND MANAGED PRINT SERVICES\n\nRecommendation\n\nThat the Duval County School Board approve the renewal of the lease agreement and\nRFP NO. 21-0-2021/LM, DCPS Smart Print Program - Copiers and Managed Print\nServices (including Copiers and Managed Print Services) for Toshiba Business\nSolutions in an amount not to exceed $3,020,235.17 per year from September 1, 2022,\nthrough August 31, 2023. There are four (4) additional one (1) year renewals.\n\nThat the Duval County School Board authorize the Chairman or Vice Chairman, and the\nSuperintendent, to execute the agreements upon form approval by the Office of General\nCounsel.\n\nDescription\n\nThis contract included a competitive solicitation for Toshiba to provide schools and\nadministrative sites with copier and managed print services. Toshiba Business Solutions will\ncontinue to implement a Copier and Managed Print Services system called \"DCPS Smart\nPrint.\u201d This agreement includes digital print output devices (multi-functional copiers),\nmaintenance, software, supplies, and service that will meet or exceed the District\u2019s current\nutilization. The District's Smart Print program is designed to provide the end-users with\nequipment selections that maximize effectiveness and a service program component that\nmaximizes uptime and savings opportunities.\n\nToshiba Business Solutions will provide all equipment, maintenance, training, and ongoing\nsupport. Schools will only be responsible for the cost of the paper. All other costs are included\nin the lease.\n\nToshiba Business Solutions will provide Managed Print Services by utilizing PaperCut to give\nschools a portal to view, approve, and process all school-based copier utilization.\n\nGap Analysis\nSchools have traditionally signed individual copy contracts with several local vendors, all with\nvarious pricing models. This lease will standardize the equipment in all schools.\n\nAll schools will have equal access to equipment based on their enrollment numbers, not on\nfunding from outside sources.\n\nAdditionally, all schools will now have the ability to copy and print in full color with SmartPrint.\n\nPrevious Outcomes\n\nIn 2013, the District issued a bid award for the rental of copiers for use in the District. That\naward still allowed schools to independently direct negotiate with copier vendors. This led to\ndisparate copiers and standards across the District. The existing copy bid expired on June 30,\n2021.\n\nExpected Outcomes\n" "The vendor will continue to implement and maintain the Smart Print program providing\nenterprise-class copiers to the District and a managed print services software package. The\ngoal of this is to promote the centralization of print management, develop process efficiencies,\nand to create a sustainable solution for the District.\n\nCopy codes will be eliminated as this system utilizes your District issued ID card.\nStrategic Plan Goals and Principles\nGuiding Principle V: DCPS will provide a culture and climate that improves academic, social,\n\nand emotional development.\n\nFinancial Impact\nPrevious expenditures: $1,857,215.45\n\nCurrent agreement:\n\n10602 5100 369\n\nOperating Basic Education Copier Maintenance\nFunds\n\nFunding reserved: $3,020,235.17 as of 8/25/2022.\n\nContact\nJames Culbert, Chief Information Officer, 904-348-7172\n\nAttachments\n1. TOSHIBA Renewal\n"