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Ricoh Agreement Renewal (Through June 30, 2028)

Procurement Services is pleased to announce a two-year renewal with Ricoh USA, Inc. as Penn’s Preferred Supplier for copiers, multifunction devices, and printers. This renewal is effective through June 30, 2028.

What’s Changing

  • Move to Cost-per-Copy (CPC) for All Devices
    Ricoh and Procurement Services have agreed to transition all leased and month-to-month copier plans to a Cost-per-Copy (CPC) model.
    • You’ll pay only for copies made and actual usage for toner, supplies, maintenance, and break-fix services.
    • This change is designed to reduce monthly spend and improve cost transparency.
    • All equipment will transition off “unlimited service” price plans.
  • Lower Costs for Out-of-Term Leases
    For Penn-leased machines beyond their initial 4- or 5-year term, Ricoh will significantly reduce quarterly lease payments if you elect to retain the same device for continued use—delivering meaningful savings.
  • 33-Month Refinance Option
    Select devices qualify for an immediate 33-month term extension to lock in the new pricing structure and savings.
  • Refurbished Equipment Options
    Ricoh will offer refurbished devices—sourced from the Penn portfolio or external stock—as alternatives to new placements when appropriate.
  • Default to Black & White
    Ricoh will set new equipment to default to black-and-white printing at Penn to further reduce print and toner costs.

Action Required

  • Be ready for outreach: Ricoh will contact departments to coordinate the CPC transition and discuss lease/refinance details.
  • Issue a new PO when pricing changes:
    • Create a new Purchase Order (PO) to reflect updated pricing.
    • Reference the original PO and cancel the original once the new PO is issued.

Supplier Contacts

Mike DiPietro — Mobile: 215-630-8526 | mike.dipietro@ricoh-usa.com

Penn Support — UPENNRicohSupport@ricoh-usa.com 

For assistance with this Procurement Services initiative, please contact Lucy Casalena, Strategic Sourcing Manager, 215-898-7796, clucyl@upenn.edu.

 

Note: This update supersedes prior announcements.