2004 District-wide Copier Assessment Dr. Randolph Ward – State Administrator Gloria Gamblin – Deputy Superintendent Michael L. Moore, Sr. – Operations Officer 2004 District-wide Copier Assessment in Partnership with the Xerox Corporation Dr. Randolph Ward – State Administrator Gloria Gamblin – Deputy Superintendent Michael L. Moore, Sr. – Operations Officer

Scope of Assessment 15 members of Xerox Assessment team visited 120 sites and interviewed over 150 individuals. 15 members of Xerox Assessment team visited 120 sites and interviewed over 150 individuals. Xerox conducted the survey over a 2 month period Xerox conducted the survey over a 2 month period Data collected in the survey included identification of all units (copiers, printers, fax machines, and multi-functional devices), unit volumes, and current costs. Data collected in the survey included identification of all units (copiers, printers, fax machines, and multi-functional devices), unit volumes, and current costs. Identified outsource volume by application and site. Captured total output management cost District wide. Identified outsource volume by application and site. Captured total output management cost District wide.

Global Assessment Results K-5: 63 Locations K-5: 63 Locations Current Volume: 75,489* per month Current Volume: 75,489* per month Current Cost: $3,019* Current Cost: $3,019* Current Equipment: 1 fax, 2-4 copiers, multiple laser printers, 1-2 Risographs. Current Equipment: 1 fax, 2-4 copiers, multiple laser printers, 1-2 Risographs. Assessment – Overall Dissatisfaction, copiers did not meet their needs. Assessment – Overall Dissatisfaction, copiers did not meet their needs. * Figures based on OUSD interviews * Figures based on OUSD interviews & National Averages & National Averages

Elementary School Sample Sites Worst Scenario: Garfield Worst Scenario: Garfield (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 40 ppm. (1) Risograph (43) Desktop printers. Total estimated monthly site cost: $3,800 + ? Average Site: Bella Vista Average Site: Bella Vista (2) Ricoh 65 ppm, (2) Savin 55 ppm, (1) Risograph. (35) HP desktop printers. Total estimated monthly site cost: $2, Benchmark School: Carl Munck Benchmark School: Carl Munck (1) Sharp 75 ppm, (1) Konica 25 ppm, (1) Risograph (broken). 12 Desktop Printers. Total estimated monthly site costs: $ Total estimated monthly site costs: $827.50

Global Assessment Results Middle Schools: 14 Locations Middle 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, multiple laser printers, 1-2 Risographs. Current Equipment: 1 fax, 2-6 copiers, multiple laser printers, 1-2 Risographs. Assessment – Needs improvement, Copy quality issues. Assessment – Needs improvement, Copy quality issues. * Figures based on OUSD Interviews & National Averages & National Averages

Middle School Sample Sites Worst Scenario: Westlake Worst Scenario: Westlake (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. Total estimated monthly site cost: $6,100 Average Site: Madison Average Site: Madison (1) Panasonic 55 ppm, (1) Panasonic 60 ppm, (1) Savin 65 ppm, (1) Xerox 30 ppm, (1) Risograph, (1) Panasonic 15 ppm. (42) Desktop printers. Total estimated monthly site cost: $5,300 Benchmark School: Havenscourt Benchmark School: Havenscourt (2) Panasonic 50 ppm, (1) Oce ppm. (46) Desktop printers. Total estimated monthly site cost: $3,200

Global Assessment Results High Schools: 17 Locations High 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, multiple laser printers, 1-2 Risographs. Current Equipment: fax, 4-39 copiers, multiple laser printers, 1-2 Risographs. Assessment – Equipment issues, machines not networked, reliability issues. Assessment – Equipment issues, machines not networked, reliability issues. * Figures based on OUSD Interviews * Figures based on OUSD Interviews & National Averages

High School Sample Sites Worst Scenario: Castlemont High Worst Scenario: Castlemont High (39) copiers various speeds, models, and vendors. (150) Desktop printers. Total estimated monthly sites cost: $8,500+ Average Site: Oakland High Average Site: Oakland High (2) Oce, 100 ppm, (3) Canon 60 ppm, (1) 55 Konica, (1) Royal 25 ppm (2) Oce 75 ppm (135) Desktop Printers. Total estimated monthly site cost: $6,200+

Outsourcing - Captured Current: $254, Current: $254, Proposed: $24, Proposed: $24, Savings: $229, Savings: $229, Many sites currently “send out” jobs that could easily be captured by printing utilizing the OUSD Print Shop or proper onsite equipment…

Current Estimated Monthly OUSD Costs $219,325* * Estimate based on OUSD Interviews & National Averages

Next Steps Research and propose “piggy-backable bid” to State Administrator and CFO to address one-year needs of sites Research and propose “piggy-backable bid” to State Administrator and CFO to address one-year needs of sites Validate Desired OUSD Solution Validate Desired OUSD Solution Publish copier “Request for Proposal” (RFP) to meet long-term copier needs Publish copier “Request for Proposal” (RFP) to meet long-term copier needs Develop Information Dissemination and Implementation Plan for full Support of the long-term Solution provided by successful bidder provided by the RFP process Develop Information Dissemination and Implementation Plan for full Support of the long-term Solution provided by successful bidder provided by the RFP process

Special thanks to the Xerox Corporation for donating the time, expertise and resources that made this comprehensive assessment possible! Oakland Unified School District Procurement Department June 2004