ALVIN ISD PURCHASING DEPT
COPIER LOGISTICPLAN
FEBRUARY 25 – MARCH 3, 2014
TOPICS OF DISCUSSION
OVERVIEW OF COPIER CONTRACT – WHY TWO COMPANIESDELIVERY SCHEDULE BY KONICA MINOLTA AND CANON
KONICA INSTALLATION OF HIGH SPEED COPIERSCANON INSTALLATION OF MEDIUM TO LOW
SPEED COPIERS
PICKUP OF ALL OLDER COPIERS AND TEMPORARY HOLDING SPOT FOR THEIR STAGING
KEY OPERATOR – WE NEED YOUR HELP !!!!
December we started the bid proposal process
OVERVIEW OF COPIER CONTRACT WHY TWO
COMPANIES?
In January, we opened the proposal and found out that we could afford to upgrade our way of printing, coping and fax capabilities
Upon examination of equipment and contract services – we determined two companies
would be utilized for this transition
Normal Copy Process
Differences in the Current Contract and the NEW
Contract
Scan a Document to a PDF file and send it as an email to your desktop and/or other email addresses
Front Office Copiers will have FAX Capabilities – no more unwanted advertisements being printed
Color capabilities on your copier – 6,000 copies
STARTING TUESDAY, FEBRUARY 25, 2014
PRIOR TO TAKING DOWN ANY MACHINE GET COPY
COUNTS!!!!
PRIOR TO TAKING DOWN ALL COPIERS!!!
PICKUP WILL BEGIN ON MONDAY, MARCH 3, 2013
TOP PRIORITY!!!!!!
KEY OPERATORS NEED TO GET FINAL COPY COUNTS
HAVE THE TECHNICIAN ASSIST WITH THIS PROCESS
WE WILL NEED A COPY FOR OUR RECORDS!!!!!
STARTING TUESDAY, FEBRUARY 25, 2014
SECURED LOCATION FOR DELIVERY
OF KONICA MINOLTA AND CANON
WE NEED A TEMPORARY SECURED STAGING AREA
FOR ALL COPIERS TO ARRIVE AND FOR THEIR FINAL PICKUP
PICKUP WILL BEGIN ON MONDAY, MARCH 3, 2013
TOP PRIORITY!!!!!!
STARTING TUESDAY, FEBRUARY 25, 2014
DELIVERY SCHEDULE FOR KONICA MINOLTA
Beginning at 8:30 a.m. Deliveries of Konica Minolta
equipment will begin rolling into campuses on the West Side Konica Minolta Technicians will follow
scheduled delivery truck installations
Campus Key Operators will escort the Technician to the Designated Staging Area
STARTING TUESDAY, FEBRUARY 25, 2014
ALVIN ISD TECHNICIANS AND
KONICA MINOLTA TECHNICIANS
An Alvin ISD Technician will be available to Konica Minolta Technicians for initial installation and hookup to the Alvin ISD network
Konica Minolta Technicians will lock down the copier until the Trainer is available to assist with the entry of security codes into the copiers
STARTING TUESDAY, FEBRUARY 25, 2014
DELIVERY SCHEDULE FOR KONICA MINOLTA
ALVIN ISD SECURITY LOCK DOWN
CODE FOR ALL COPIERS
IS 7153
STARTING TUESDAY, FEBRUARY 25, 2014
DELIVERY SCHEDULE FOR KONICA MINOLTA
Key Operators should complete the Excel spreadsheet that will include security codes and staff emails for quick setup of copiers at everyone’s campus
There will be a separate worksheet for each of the copiers that will be located at your campus
This Spreadsheet was emailed to you Monday Morning and is located in the Document Cloud under District Wide Copier Contract
STARTING TUESDAY, FEBRUARY 25, 2014
DELIVERY SCHEDULE FOR KONICA MINOLTA
Key Operators should complete the Excel spreadsheet that will include security codes and staff emails for quick setup of copiers at everyone’s campus Include
everyone’s security code on the High Speed CopierMaybe use a Google Survey to generate this list
STARTING TUESDAY, FEBRUARY 25, 2014
DELIVERY SCHEDULE FOR KONICA MINOLTA
The copier is very similar to the current model you have at your campus. Staff should be able to begin using the copier immediately after the Technician has completed the installation Provide Campus Staff AISD Lock
Down Code to make copies until the Trainer arrives to assist with entering the codes
STARTING TUESDAY, FEBRUARY 25, 2014
DELIVERY SCHEDULE FOR KONICA MINOLTA
Konica Minolta Trainers will assist the Key Operator in training staff on the operations of the copier:
Entering Security Codes into the Copier Learn to Scan and Email a PDF Document!!!
Print from your desktop to the copier!!!
KONICA MINOLTA CAMPUS HIGH SPEED COPIERS
Questions & Answers????
DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMSSTARTING WEDNESDAY, FEBRUARY 26, 2014
Beginning at 8:30 a.m. Deliveries of Canon
BusinessSolutions equipment will begin rolling into campuses – there will be 3 trucks Canon Technicians will follow
scheduled delivery truck installations Campus Key Operators will escort the
Technician to the Designated Staging Area
DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMSSTARTING WEDNESDAY, FEBRUARY 26, 2014
Campuses will receive a black/white with spot color copier and a smaller cabineted copier
Depending upon size of front office location the color copier is
placed accordingly! The FRONT OFFICE copier will have
FAX CAPABILITIES!!!!!
DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMSSTARTING WEDNESDAY, FEBRUARY 26, 2014
An Alvin ISD Technician will be available to Canon Technicians for initial installation of print drivers and hookup to the Alvin ISD network Canon Technicians will lock down the
copier until the Trainer is available to assist with the key entry of security codes into the copiers
DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMSSTARTING WEDNESDAY, FEBRUARY 26, 2014
ALVIN ISD SECURITY LOCK DOWN
CODE FOR ALL COPIERS
IS 7152
DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMSSTARTING WEDNESDAY, FEBRUARY 26, 2014
Key Operators should complete the Excel spreadsheet that will include security codes and staff emails for quick setup of copiers at everyone’s campus NOT EVERYONE
SHOULD HAVE ACCESS TO THESE
COPIERS FOR PRINTING
CAPABILITIES!!!!! There will be a separate
worksheet for each of the copiers that will be located at your campus
DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMSSTARTING WEDNESDAY, FEBRUARY 26, 2014
Front office has the ability to print to these copiers Color copier has 40,000 copies and 6,000
copies of color print available – overages are at .059 per copy for color!
Small Cabineted copier has 12,000 copies available for printing – overages are billed at .025 per copy
All staff will have scanning capabilities!!!
DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMSSTARTING WEDNESDAY, FEBRUARY 26, 2014
Once Key Operator and Trainer have completed the installation of ALL the Security Codes and Emails
the ALVIN ISD
SECURITY LOCK DOWN CODE WILL BECOME THE SCANNING
CODE FOR THE COPIER
7152
DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMSSTARTING WEDNESDAY, FEBRUARY 26, 2014
FRONT OFFICE FAX COPIER!!!! NO MORE UNWANTED FAXES PRINTED! All FAXES are sent directly to an email
account as a PDF document Treat the email account like all emails – you
can forward, delete, print…
Yes – you can still walk up and fax like you always have…
DELIVERY SCHEDULE FOR CANON BUSINESS SYSTEMSSTARTING WEDNESDAY, FEBRUARY 26, 2014
FRONT OFFICE FAX COPIER!!!! Each Fax Copier has it’s own email
address There will be a manager of the email address
Only the manager will have the ability to see the faxes as they come into the fax machine
Anyone you allow to have the email address and the password can check the email for faxes
CANON BUSINESS SYSTEMSSmall Desktop Fax/CopiersSTARTING WEDNESDAY, FEBRUARY 26, 2014
Small Desktop FAX/COPIER!!!! Each Small Fax Copier has it’s own email
address just like the Campus Front Office Copiers There will be a manager of the email address
Only the Manager will have the ability to see the faxes as they come into the fax machine
Anyone you allow to have the email address and the password can check the email for faxes
STARTING WEDNESDAY, FEBRUARY 26, 2014
CANON BUSINESS SYSTEMS TRAINING
Canon Trainers will assist the Key Operator in training staff on the operations of the copiers: Entering Security Codes into the Copier
Learn to Scan and Email a PDF document!!! Print from your desktop to the copier!!!
Send and Receive a Fax
CANON BUSINESS SYSTEMS
Medium – Desk Top Copiers
Questions & Answers????
KONICA MINOLTACANON BUSINESS SYSTEMS
ALL COPIERS HAVE THE ABILITY TO SEND DOCUMENTS TO PRINT!!!!
Staff will have to have their security code to print to their selected copier
Production will not be printed immediately – they must go to copier and enter their security code to print their document
KONICA MINOLTACANON BUSINESS SYSTEMS
ALL COPIERS WILL HAVE THE ABILITY
TO SCAN DOCUMENTS TO A PDF FILE
AND EMAIL THEM TO THEIR DESKTOP
OR OTHER EMAIL ADDRESSES!!!!
CANON BUSINESS SYSTEMSFax Email Setup
Should the Manager of the fax email have problems
setting up their email acct…Create a Help Desk Ticket for Teresa Kelly to call you for assistance
Quick Questions give her a call…
PRIOR TO TAKING DOWN ANY MACHINE GET COPY
COUNTS!!!!
PRIOR TO TAKING DOWN ALL COPIERS!!!
PICKUP WILL BEGIN ON MONDAY, MARCH 3, 2013
TOP PRIORITY!!!!!!
KEY OPERATORS NEED TO GET FINAL COPY COUNTS
HAVE THE TECHNICIAN ASSIST WITH THIS PROCESS
WE WILL NEED A COPY FOR OUR RECORDS!!!!!
PRIOR TO TAKING DOWN ANY MACHINE GET YOUR
PAPER!!!!
PRIOR TO TAKING DOWN ALL COPIERS!!!
PICKUP WILL BEGIN ON MONDAY, MARCH 3, 2013
TOP PRIORITY!!!!!!
PULL OUT ALL COPY PAPER!!!!!!
KONICA MINOLTA PICKUP
ALL OLDER COPIERS
WILL BE PICKED UP STARTING ON MONDAY, MARCH 3, 2014
MONDAY, MARCH 3, 2014 PICKUP BEGINS
All Copiers Should Be Moved To A Secured Staging Location
After The Installations Are Made Of The New Copiers
KONICA MINOLTA PICKUP
ALL OLDER COPIERS
WILL BE PICKED UP STARTING ON MONDAY, MARCH 3, 2014
MONDAY, MARCH 3, 2014 PICKUP BEGINS
All Copiers need to have all their supplies (TONER AND STAPLES)
placed on or around the copiers FOR QUICK PICKUP IN STAGING AREA
PURCHASING DEPARTMENT
• All Documents Can Be Found On The Alvin ISD Intranet Document Cloud
• Contact Purchasing should you have any questions …
• Chandra Hardin will be “home base” for this project and will contact Ava, Cindy, Kricket or Mickie should the need arise
• You can send an email and I will respond as soon as I have an available moment.
Phone number 281-824-0567
Mickie Dietrich, Director of Purchasing
PURCHASING DEPARTMENT
Phone number 281-245-0567
Mickie Dietrich, Director of Purchasing
Let The Games Begin!
PURCHASING DEPARTMENT
Phone number 281-245-0567
Mickie Dietrich, Director of Purchasing
Thoughts for the Day – …