DATE: February 6, 2019

SUBJECT: Approval of Ricoh U.S. Communities Master Agreement

FROM: Finance and Administration

ACTION ITEM: YES

BACKGROUND: Kentucky State University (KSU) previously entered into a contract with Xerox to provide campus mail service (Services and Solutions Agreement No. 7100589-003). Under the terms of the Statement of Work associated with this contract, there is very little included in that contract that relates to student mail service.

At this time, Resident Hall Assistants retrieve student mail from the campus mailroom operated by Xerox and the Resident Hall Assistants take that mail back to the dormitories. Because all student mailboxes are non-operational, Resident Hall Assistants are responsible for disseminating mail to students.

KSU has been looking for a vendor willing to, not only provide student mail service, but also willing to create a student mail center staffed to better serve the needs of all students.

RICOH is a company ready, willing, and able to meet the needs of KSU's students. The RICOH Agreement has been executed on behalf of the U.S. Communities Government Purchasing Alliance and is available for use by all public agencies, non-profits and higher education entities.

Goal #1 Enhance Student Enrollment, Improve Student Life and Engagement, and Improve Student Advising and Career Development.

Goal #3 Increase the University's Financial Strength and Operational Efficiency

PROGRAM IMPLICATIONS: N/A

FISCAL IMPLICATIONS: Minimum Service Fee for this contract is $11,883 per month; RICOH will charge KSU as needed, for overtime, Freight, Delivery, and Mailing Costs.