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Print Management Project

March 10, 2010

Dear Colleagues,

In keeping with UNH’s directive to lower its operating costs and reduce energy usage, the university is embarking on a process to evaluate the manner in which we currently provide local print, copy, fax, and scan services.  This will be a campus-wide project. 

Many universities and other organizations across the country are finding ways to leverage the efficiencies of multifunctional devices (a single piece of equipment that can print, copy, scan, and fax) to significantly reduce the day-to-day operating costs to the institution.  The savings are manifested through a reduction in the number of purchases and rental agreements, a reduction in the cost of supplies, and in reduced energy use.  In some cases, this has resulted in a savings of 25% or greater. 

In the coming weeks, UNH will be engaging a consultant to assist in the execution of the evaluation and to work with USNH Purchasing and Contract Services on an eventual Request for Proposal process, should that be deemed in the best interest of the university.  As a first step, an inventory of 170 copiers/multifunctional devices has been completed.  An RFP will go out in the spring of this year with the intent to replace these devices with a new fully featured, sustainable multi-function device.  Our intent is to work with the current providers to negotiate out of existing agreements so that the new machines can be delivered and installed over the summer.

In addition, we will be looking at the output of laser printers across campus to look for opportunities to network with new machines during the fall of next academic year.   Further, we will be promoting a drastic reduction in the number of personal inkjet printers on campus, as they are the least cost-effective form of printing. 

I ask for your help with this in a couple of ways.  The first is to work with us to get an accurate inventory of devices on campus today.  The second is to refrain from executing new agreements for copiers and multifunctional devices and also refraining from purchasing new scanners, fax machines, and printers during the process.  I would also suggest keeping printer and copier supply inventories to a minimum, as the current supplies could become obsolete. 

There is no intent to hamper the functioning of your department, so if there is a pressing business need, please work with USNH Purchasing to devise the best solution.   

Thank you for your support of this important initiative.

Dick Cannon
Vice President for Finance and Administration

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