Frequently Asked Questions

FAQ

 

1. What is the Managed Print Services (MPS) Program?

The Managed Print Services (MPS) Program is a service supplied to the University of Kentucky (UK) by an external provider to analyze and manage document output devices with the goal of reducing the total cost of ownership and improving internal efficiency and productivity.

UK has entered into a six-year contract with Ricoh USA to manage the MPS Program.

The MPS Program includes equipment, service and supplies (excluding paper); departments will be charged on a price per impression basis for actual usage (one price for monochrome only pages and one price for pages that include color).

MPS includes:
• Equipment including multi functional devices (MFD), copiers, printers, scanners and fax machines
• Supplies, excluding paper
• Preventive maintenance and parts
• Guaranteed service level response times
• Detailed account usage and simplified billing utilizing a cost per impression model
• Flexibility for equipment changes
• Single contract for increased efficiency in managing contract terms and conditions

 

2. Why is UK implementing a MPS Program?

 

UK's goal in adopting the MPS Program includes:

• Lowering the total cost of ownership - It is projected UK currently spends $6.7 million annually on direct printing output costs (hardware purchases, leases, price per page charges, toner or print cartridges and maintenance). This equates to $.0515 per impression based upon 130,000,000 impressions.

The MPS program offers to users an average blended price per page of $.02 over the term of the contract. When calculating a 4% annual decline in impressions, it is estimated that UK will print approximately 706 million pages over the six year contract term of the MPS program. Based upon this volume and the extent of program adoption, the estimated savings over six years could be in excess of $22 million.

• Reduce the environmental impact - There are 33 unique manufacturers, 632 different models, and in excess of 1000 different supplies for output equipment on campus; each which causes a negative impact on the environment (landfill, waste, etc.).

• Reduce energy consumption – The program will monitor and reduce number of output devices in addition to replacing high energy usage equipment with energy efficient devices.

• Streamline operations, standardize equipment and increase efficiency - The contractor will manage equipment, supplies and maintenance increasing efficiencies by standardizing on equipment and supplies. Departments only responsibility will be to purchase and load paper into equipment.


 

3. Does the MPS Program support UK's environmental and sustainability initiatives?

Yes. The MPS Program will assist in advancing UK's environmental and sustainability initiatives through the elimination of equipment that consumes high levels of energy. Equipment default settings may be set to reduce energy consumption and minimize paper usage.
 

4. How was the contractor chosen? Who is the contractor?

The MPS program was developed by a cross functional team comprised of representatives from UK's administrative, academic and medical areas. Following a competitive solicitation process, the team evaluated responses and selected Ricoh USA, as the exclusive partner to manage the MPS Program. A dedicated Ricoh staff has been assigned to the program and their offices are located on campus in room 373 of the Peterson Service Building.
 

5. What is the contractor's experience with MPS?

Ricoh and Ricoh have a combined sixty-nine years of experience managing printer and copier fleets throughout the country. Locally, Ricoh has partnered with UK for over 20 years providing printer and copier services to UK.
 

6. What is included in the program? What type of equipment will be provided in the MPS Program?

The Managed Print Services Program includes equipment, supplies (excluding paper), preventive maintenance, parts and repair, software, installation and training. The type, models, and quantities of equipment will be determined through the on-site assessment. The models of equipment will vary based on departmental needs.
 

7. Does my equipment have to be networked to be on the MPS Program?

Yes, all equipment included on the MPS program will be networked.
 

8. What happens if a department's output needs change?

If there is a substantial change in output needs such as volume, number of users, application changes, etc., Ricoh will re-evaluate the needs and make appropriate equipment adjustments.
 

9. Do I have to participate in the MPS Program?

Although the Managed Print Services Program is not mandatory the contract with Ricoh is exclusive. All output equipment including supplies and maintenance is included in the contract. There will be a contracted price list available for those that prefer to purchase equipment.
 

10. Who do I contact for additional questions?

If the answer to your question is not available here, then please e-mail UKMPS@uky.edu.
 

11. Why should my department enroll in the MPS Program?

During these challenging financial times, it is imperative for UK to adopt cost saving measures. Savings under the MPS Program are retained at the department level.
 

12. How does my department enroll in the MPS Program? When should we enroll in the MPS Program?

If you are interested in enrolling in UK's MPS program, send an e-mail request to UKMPS@uky.edu. UK has several pilot groups that have volunteered for early implementation. All other areas will be added to the implementation schedule utilizing numerous requirements (i.e. immediate needs, location, leased equipment expiration date etc.).
 

13. What criteria are used to determine the department's equipment needs?

When placing hardware, Ricoh considers multiple factors to ensure the satisfaction of all users. Although monthly volume is a major consideration, they will also evaluate other needs such as speed, quality, finishing capabilities, ease-of-use, and paper handling capacity. Ricoh will also review the department's needs to print from special applications to ensuring the appropriate device is selected.
 

14. What does the departmental assessment include? Am I required to talk to the contractor? How will I know when they are coming to my area?

Once you are on the MPS project list, you will be contacted prior to the assessment with a short list of items that should be submitted prior to the assessment. An Ricoh analyst will contact you to schedule the best time to conduct the assessment after the information has been received. The analyst will need an escort through the area to insure required access to all areas.
 

15. I have security and compliance requirements; will I lose those features?

All security and compliance requirements will be noted during the assessment and factored into the final recommendation.
 

16. Will equipment be removed from the department? Will the contractor decide if the department can keep equipment?

In assessing UK's current printing environment, several problems were identified. Findings in the initial review revealed UK's current fleet includes too much equipment, the wrong type of equipment, and redundant layers of equipment. With this in mind, cost savings can only be achieved by skillfully balancing the ratio of equipment to employees and matching equipment needs more effectively to the users throughout UK.

Each department assessment will take into consideration the current printing environment and recommend cost saving opportunities within the assessment proposal.

17. What if the department doesn't agree with the assessment proposal and wants to keep additional equipment?

If your department doesn't agree with the assessment proposal your representative may send an e-mail to the MPS project team at UKMPS@uky.edu to discuss various options.
 

18. Will the price per impression be the only charge once my department has enrolled in the program?

Yes, when the department accepts and implements the assessment proposal as recommended all costs are included in the price per impression.
 

19. What is the cost? How will my department be charged?

Current year 0.02075 monochrome
  0.08 color

Cost of monochrome decreases on the annual anniversary of the contract.

Departments will have the choice of using their procurement card or the requisition process in SAP for payment.  

20. Will departments have to buy new equipment after we enroll in the program?

No, although your existing equipment may be replaced with Ricoh supplied equipment departments will not have to buy new equipment. All equipment, service, maintenance and supplies (excluding paper) are included in the price per impression. As a rule UK will no longer own output equipment (some exceptions may exist).
 

21. What happens to the current leased equipment?

The majority of leases will be allowed to expire; however, areas with leased equipment should still consider a department assessment in light of potential savings.
 

22. I just bought new equipment; what do I do?

The MPS Program allows for newly purchased equipment to roll into the program. The contractor will assess the equipment and determine the best process to implement cost savings measures.
 

23. Will equipment be removed from the department? Will the contractor decide if the department can keep equipment?

In assessing UK's current printing environment, several problems were identified. Findings in the initial review revealed UK's current fleet includes too much equipment, the wrong type of equipment, and redundant layers of equipment. With this in mind, cost savings can only be achieved by skillfully balancing the ratio of equipment to employees and matching equipment needs more effectively to the users throughout UK.

Each department assessment will take into consideration the current printing environment and recommend cost saving opportunities within the assessment proposal.

24. What if the department doesn't agree with the assessment proposal and wants to keep additional equipment?

If your department doesn't agree with the assessment proposal your representative may send an e-mail to the MPS project team at UKMPS@uky.edu to discuss various options.
 

25. Will training be provided if I receive new equipment?

Ricoh will provide on-site training for all devices placed under the Managed Print Services Program. If there are additional questions after your initial training, please feel free to contact the MPS project team at UKMPS@uky.edu to schedule additional training. Training manuals are available for viewing at www.uky.edu/MPS.
 

26. How often will equipment be refreshed in the program?

Equipment will be refreshed on an as needed basis; it is in the best interest of both parties to have good working equipment.
 

27. What happens to equipment that isn't needed anymore? Will I get a credit for equipment that still has a useful life?

Depending on the age and condition of the equipment the contractor may determine to take the equipment as a trade in; your department will receive a credit for the selected equipment based on a third party evaluation. All internal procedures for equipment disposal must be followed and required forms completed by the department.

Equipment with no residual value will be delivered to surplus by the contractor; the department is responsible for following internal procedures and completing the Surplus Property Moving Request Form.

Once equipment is marked for surplus it cannot be returned to the MPS fleet.

28. Once I have enrolled in the program who should I contact for immediate equipment service?

Call the number on the "see blue print green" sticker on your equipment or visit the MPS website at www.uky.edu/MPS for a link to Ricoh's service site.
 

29. My department is not yet part of the program and my equipment needs servicing. Who should I contact?

Contact your current maintenance provider; the number should be provided on the equipment.
 

30. My department is not yet part of the program where do I obtain supplies for my equipment?

Visit the UK Owned Equipment/Supplies site at: http://www.uky.edu/MPS/ukowned for information on purchasing printer supplies in compliance with the MPS program.
 

31. How should departments handle current supplies after enrolling in the program?

It is suggested departments reduce current supply inventory before enrolling in the program. Any supplies that have been recently purchased should be returned for a credit to the original vendor. For supplies that can be used in the program Ricoh will credit the department 75% of original cost. Other supplies may be kept in a central area for use by departments that haven't yet entered the program.
 

32. How will the contractor know when I need toner or service?

Ricoh will monitor supply levels through intelligent device monitoring software that will report all critical supplies to the fleet manager for inventory purposes. Many service needs will also be monitored through this software. Additionally, there will be a "see blue print green" sticker on your device that will explain how to place service and supply calls if needed. A link to Ricoh's online service/supply location will be available on the MPS website. www.uky.edu/MPS
 

33. Are departments required to purchase extra supplies? Will departments be responsible for ordering, installing and tracking supplies?

Supplies will be provided by Ricoh. Supplies are included in your cost per impression so purchasing extra supplies will not be necessary.
 

34. What will the contractor's response time be?

Ricoh will provide a two (2) hour average response time within a 30 mile radius of the Ricoh Service Centers supporting UK (Lexington, Louisville, Bowling Green, and Hurricane, WV). Ricoh will provide a four (4) hour average response time outside of the 30 mile radius.

Ricoh will provide a four (4) hour average restoration time from the point of the call within a 30 mile radius and an eight (8) hour average restoration time from the point of the call outside the 30 mile radius

UK pays for impressions created; therefore, if machines are inoperable and not printing or making copies the contractor will not be successful. This reinforces the need for equipment that is in good working order.

35. Are the student lab printers included in the MPS program?

No, student lab printers are not included in the program at this time.
 

36. Are specialty printers, such as research lab printers, wide format printers etc. included in the MPS program? What other equipment is not included in the MPS program?

Generally, specialty printers will not be included in the MPS program but will be required to be purchased from the contractor (Ricoh). Other specialty equipment not included in the program includes receipt printers; additional items will be added to this list as equipment is discovered through the assessment process.
 

37. Can I choose a different contractor?

No, this is an exclusive contract.
 

38. Can I negotiate my own contract?

No, this contract was negotiated by the Purchasing Division and the negotiation team on behalf of all areas.