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Procurement Services Announces Copier and Printer Agreement Renewals with Three Penn-Preferred Suppliers - July 1, 2026

Procurement Services is pleased to announce the renewal of Penn's preferred supplier agreements for copiers, multifunction devices (MFDs), and printers. These agreements continue to provide departments with competitively priced equipment, expert right-sizing recommendations, and streamlined purchasing without the need for an independent bidding process.

Agreement Terms

  • Allied Document Solutions and Services (ADS-S) – Agreement renewed through June 30, 2027
  • Parmetech – Agreement renewed through June 30, 2027
  • Ricoh USA – Current agreement remains in effect through June 30, 2028

Pricing Updates

  • Ricoh USA: No pricing changes.
  • Parmetech: No pricing changes for Xerox and Lexmark purchased or leased devices.
  • ADS-S: HP purchased and leased devices have increased in price between 6% and 26%, depending on the model.  

Given the recent price increases with ADS-S, Procurement recommends that stakeholders evaluate the available options and select the device that best meets their operational requirements while providing the greatest overall value.

 

Best Practices to Help Reduce Printing Costs

Departments are encouraged to take advantage of the following opportunities to lower printing expenses and optimize their fleet.

• Move to Cost-per-Copy (CPC)

  • Transition eligible devices to a Cost-per-Copy (CPC) agreement.
  • Pay only for actual print usage.
  • Toner, supplies, preventive maintenance, and break-fix service are included.
  • Replace traditional "unlimited service" plans with a more transparent and cost-effective pricing model.

• Compare Quotes Before You Lease or Purchase

  • Request quotes from all three Penn-preferred suppliers for new or replacement equipment.
  • Compare pricing, features, and service options to identify the best value.
  • When leasing, consider a 24-month term to avoid being locked into aging technology.

• Plan Ahead for Lease Expirations

  • Track lease expiration dates to avoid unnecessary quarter-to-quarter extensions.
  • Preferred suppliers will contact departments approximately 90 days before a lease expires to discuss replacement, return, or right-sizing options.
  • Contact your supplier directly if you need lease information before the 90-day notification.

• Consider Repurposed Equipment

  • Ask suppliers about refurbished or repurposed Penn equipment.
  • Repurposed devices may provide a cost-effective alternative to purchasing or leasing new equipment.

• Reduce Color Printing

  • Set printers and multifunction devices to black-and-white as the default whenever appropriate.
  • Printing in black and white can significantly reduce toner usage and overall operating costs.

 

Preferred Supplier Contacts

Ricoh USA

Parmetech

Allied Document Solutions and Services (ADS-S)

 

Questions?

For assistance with Penn's copier and printer program, please contact:

Lucy Casalena
Manager, Strategic Sourcing
Procurement Services
Phone: 215-898-7796
Email: clucyl@upenn.edu