Multi-Functional Machines (Copier/Printer/Fax/Scanner) Purchasing and Distribution Services FAR January 25, 2017 Dr. John Clifford Director of Purchasing and Distribution Services Office of Financial Affairs (http://www.utsa.edu/financialaffairs/)

Issues (1 of 2) 9 different vendors on campus. No machine consistency. Price variations. Contract wording variations. OIT connectivity (network) issues. Knowing there was little oversite, vendors would do whatever they can to make a sale. With buying power disbursed, UTSA had little power to improve process. Purchasing and Distribution Services Office of Financial Affairs

Issues (2 of 2) 9 vendors on campus increases staffing requirements for processing invoices. Delinquent payments, incorrect invoices, incorrect POs, & time consuming to research. Reduction in customer service due to past due payments. Increased risk with long term leases. Spend without GPO contracted pricing. Inventory difficult to identify. Purchasing and Distribution Services Office of Financial Affairs

Goal CMO Approved Reduce the number of vendors on campus to 2. Minimize the number of models offered to 3. Purchasing and Distribution Services Office of Financial Affairs

UTSA Win 2 vendors will now need to compete more actively. Better Service Lower prices No model configuration issues for OIT. Vendor monitoring. Increase UTSA buying power. Controlled process. PO Creation. Invoice process and payment Increased vendor customer service presence on campus. Purchasing and Distribution Services Office of Financial Affairs

Decision Mechanism (1 of 2) Invitations were sent out to all 9 vendors including 3 HUBS to participate in a request for quote (RFQ). Four vendors responded: Canon DocuMation Konica Minolta Ricoh Purchasing and Distribution Services Office of Financial Affairs

Decision Mechanism (2 of 2) Scoring: Contract Transparency Maintenance (non-routine) Reputation Years on Campus Number of Machines on Campus Customer Service Inventory Price Purchasing and Distribution Services Office of Financial Affairs

Vendors Selected DOCUmation Ricoh Office of Financial Affairs Purchasing and Distribution Services Office of Financial Affairs

Department Next Steps Step 1 - Check the renewal date of your current contract. Step 2 - Assess your current and future needs. Step 3 - According to the contracts “need to renew date,” set up individual meetings with these 2 vendors. Step 4 - At the meeting, present current use and future needs. Step 5 - Expect each vendor to return a quote to you within a few working days. Step 6 - Work with your Purchasing Buyer if needed. Step 7 - Choose the best overall value for your department. Purchasing and Distribution Services Office of Financial Affairs

Purchasing Next Steps Obtain feedback. Establish quarterly business review meetings (QBR) with each of the 2 vendors. Monitor activity and continue to develop the program. Actively participate in the Supply Chain Alliance new contract (effective 2018) currently held by Konica Minolta. New multi-functional machine concept model at review, allows for more department flexibility at lower costs. Purchasing and Distribution Services Office of Financial Affairs

Consolidation and Standardization = $AVING$ Purchasing and Distribution Services Office of Financial Affairs

Office of Financial Affairs QUESTIONS Office of Financial Affairs Purchasing and Distribution Services Purchasing and Distribution Services

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