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Indiana Department of Administration

IDOA > Procurement > Active Contracts and QPAs > Quantity Purchase Agreements > Office Equipment QPA 12716, RFP 10-77 Office Equipment QPA 12716, RFP 10-77


The New Approach to Office Equipment and Maintenance

The Department of Administration (IDOA) Procurement Division analyzed contract spend and scope requirements for office equipment around the state.  The objective of RFP 10-77 was to select a vendor that can satisfy the State’s need for office equipment products, associated product software, product accessories, and product supplies.   In doing so, IDOA has awarded the RFP to Ricoh USA, Inc. As a result of this RFP endeavor, the state shall save a total projected savings of over 20% when compared to the previous QPA.


Contract Highlights

  • Statewide Quantity Purchase Agreement (QPA)
  • $12M estimated annual spend
  • Contract term: May 1, 2011 – April 30, 2015
  • Contract has 2 years with (2) 1-year renewal options
  • Over 20% total projected savings
  • No minimum monthly volumes
  • Increased technology advancements
  • Accountable performance metrics
  • Early upgrade program

  • General Information

    The purpose of this QPA is to utilize the awarded vendor for the selected regions to satisfy the State’s needs for the purchase of facsimile machines and the lease of digital black & white and color copiers, multi-functional devices (MFDs), related document equipment, supplies and services and cooperativeness with the State’s EMMP for the State of Indiana. This vendor shall provide quality products and excellent service as specified within this RFP, at the most competitive price.


    Advantages
      • Contract pricing with significant discounts off the manufacturer’s list price
      • Increased overall savings for each agency
      • Universal service level agreements and metrics
      • Contract management team to monitor and oversee contract compliance
      • Early upgrade program

    Account Management

    State Contact

    Megan Lawson
    Vendor Manager
    Indiana Department of Administration
    Phone: (317) 234-0067
    mlawson@idoa.in.gov


    Ricoh USA, Inc. Contact

    Chris Johnson
    Government Account Manager
    Ricoh USA, Inc.
    Phone: (317) 329-6088
    chris.johnson@ricoh-usa.com


    State Agencies Utilizing This QPA

    Utilizing This QPA Contract - Initial Steps

    Step 1: Agency and/or other government entities confirm need for office equipment and review product offering and pricing information

    Step 2: Agency and/or other government entities contact Chris Johnson, Ricoh, to review needs and ensure the State guiding principles of Managed Print Services Policy is followed and obtain recommendation on office equipment best suited for office environment

    Step 3: Once equipment is selected, send Purchase Order to Ricoh utilizing selected Order Entry details in PeopleSoft. For State Employees - all orders should be entered via Punch Out. Please ensure all multiple fiscal year commitments are completed (see user guide below)

    Step 4: Delivery & Training of Equipment


    Pricing
      • Prices will not be adjusted on services without permission of IDOA Procurement
      • The contract has set pricing for the requested products and services
      • Early Upgrade Program (see resource tab below for details)

    Resources