Advantage Copy Systems will continue to provide copier services for Sulphur Springs Independent School District while Wood and Wood Services were approved by trustees this week to provide emergency plumbing services, if needed, during the school year.
According to Superintendent Mike Lamb, the district posted notices requesting bids be submitted for copier services based on the current plan. Advantage, Copy Products and Ricoh of Dallas each submitted bids.
Copy Products submitted a bid not only based on the existing specifications for 41 large copiers throughout the district but also a second bid proposal for 15 large copiers and 325 smaller all-in-one devices which would essentially put a device in almost every classroom. After discussion between SSISD Superintendent Mike Lamb and technology coordinator Rodney White regarding the second proposal, they decided to notify Advantage of the second proposal to give the company the opportunity to prepare one too, Lamb explained. The bids between both Copy Products and Advantage were very close on the original proposal, about $106 difference whereas Ricoh’s bid was more than $2,400 above the next nearest bid.
When all bids were in, Advantage’s rates on both proposals were the lowest.
Advantage’s monthly bid was $7,477 with $0.0050 for overages, plus 1 million free on Proposal A for the 41 large copiers for a total of 7.5 million copies; with annual rates of $89,724 for 7.5 million copies, $89,724 for 8.5 million copies, $94,72 for 9.5 million copies and $99,724 for 10.5 million copies. Copy Products bid for 41 large copiers was $7,582.70 a month, plus $0.0067 for overage, with annual rates of $90,992.40 for 7.5 million copies, $126,712 for 8.5 million copies, $104,392.40 for 9.5 million copies and $111,092.40 for 10.5 million copies. Ricoh’s bid for plan A was $10,001 monthly plus $0.0048 for overage, with annual rates of $120,012 for 7.5 million copies, $126,712 for 8.5 million copies, $133,412 for 9.5 million copies and $140,112 for 10.5 million copies.
On Proposal B, which included 15 large copiers and 325 small copiers, Advantage bid $7,582 monthly, with an overage of $0.0050, and annual rates of $90,996 for 7.5 million copies, $94.996 for 8.5 million copies, $100,996 for 9.5 million copies and $105,996 for 10.5 million. Copy Products’s monthly bid was $9,854.92, with an overage of $0.0067; the annual rates were $118,259,04 for 7.5 million copies, $124,959.04 for 8.5 million copies copies, $131,659.04 for 9.5 million copies and $138,359.04 for 10.5 million copies.
“Advantage bid the low bid each time, so we are recommending we go with Advantage, the company we have,” Lamb said.
The school board approved Advantage to provide copier services for SSISD for the 2014-15 school year. However, which of the two plans will be utilized, district officials will weigh the benefits and options for both and select the plan that best fits district needs.
“As for which system, some principals say stay the same. Some were intrigued to try something new. We set it at 8 million copies this past year and set overage system, we set specifics at 7.5 million. We’d love to go paperless if possible,” Lamb told the board.
The district also gave approval for Wood and Wood Services to provide emergency plumbing services if needed at a rate of $110 per hour for the first employee and $15 per hour for the second employee.
SSISD Director of Plant Operations and Grounds Dan Froneberger noted that when the district posted bids for trade services, they did not receive a bid for plumbing.
“This is the plumber we usually use on the side. They were a little busy on the tennis complex at the time. I asked him to turn in a bid late since there were no others. We would use them on an emergency basis only. We have our own otherwise,” Froneberger told the board.
Trustees also during the Aug. 11 meeting approved an application to be submitted to Texas Education Agency for expedited and general state waivers limiting foreign exchange students to a maximum of three in the district during the year.
“We’ve gotten a waiver of expedition the last few years limiting the number to three applicants per year. We ask the board to approve the three applicants for exchange students per year. Prior to going this route, we had as many as five to 10, usually at high school. This can be a hardship for districts. Several districts limit the number allowed. We feel comfortable limiting it to three,” SSISD Assistant Superintendent Randy Reed noted.
Lamb said that companies that help place foreign exchange students have been known, when they find a school without limitations, to send as many as possible to those schools.
“Do we generally get three a year?” asked board member Robbin Vaughn.
“Sometimes,” Reed acknowledged, adding “this usually takes place in the spring. That’s when legitimate companies usually do business, in the spring. Others, like Mike said, crop up this time of the year.”
“Do we have three now?” asked board Vice President John Prickette.
“We only have one at this point,” Reed said.
Trustees also approved “board operating procedures for 2014-15” during Monday night’s meeting.
The document simply spells out the board’s responsibilities and the process to follow if certain circumstances arise and consequences if responsibilities aren’t met.
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