Most people probably don't think much about the copier in their office. But a recent campus-wide review of Rice's copier and multifunction printer services demonstrates how strategic sourcing helps departments achieve their objectives while maximizing value for the university.
In FY25, Strategic Sourcing & Procurement (SS&P) completed more than 130 sourcing and contract optimization projects, generating more than $5 million in financial and operational value for the university. The copier initiative is one example of how strategic sourcing creates value through stronger supplier partnerships, competitive market engagement and more efficient processes.
Turning a Common Campus Need into a Strategic Opportunity
For years, Rice departments managed copier and multifunction printer services through a patchwork of more than 15 suppliers, each operating under different contracts, pricing structures and service models.
While many departments were satisfied with their suppliers, the decentralized approach limited Rice's ability to leverage its collective purchasing power and created unnecessary administrative complexity. The university also lacked a centralized inventory of devices, contract end dates varied significantly, and many agreements had not been evaluated against current market conditions.
Recognizing an opportunity to improve value, simplify administration and ensure competitive pricing and service, SS&P partnered with Technology Solutions & Services (TS&S) to evaluate Rice's printing environment and identify opportunities for improvement.
Leveraging Competition Without Sacrificing Quality
The objective was not to replace trusted suppliers with lower-cost alternatives. Instead, SS&P evaluated campus requirements and created a competitive sourcing process to ensure Rice was receiving the best overall value.
The result was a new set of university-preferred agreements with Canon, Konica Minolta and Sharp Business Systems. These agreements give departments greater choice while providing competitive pricing, stronger contract protections and improved service expectations. In many cases, departments can continue working with suppliers they already know and trust, but under agreements that better reflect Rice's buying power.
Better Outcomes for Departments
The results have been significant. Early adopters have realized substantial savings across both equipment leases and printing costs. Recent examples include lease savings ranging from 17% to 74%, black-and-white printing cost reductions of more than 60%, and color printing cost reductions exceeding 80% in some cases.
Departments are also benefiting from improved service levels and access to modern equipment. In some cases, aging machines can be upgraded through the new agreements at little additional cost while providing enhanced functionality and performance.
The initiative has also reduced administrative burden. Previously, some departments received separate invoices for equipment leases, maintenance agreements and print overages. The new agreements simplify billing structures, standardize terms and create a more streamlined experience for departments and administrative staff alike.
Accessing the Agreements
Departments can access Rice's preferred copier agreements through the Strategic Sourcing & Procurement website. The portal serves as a central hub where users can view preferred suppliers, find relevant contract numbers, and access key contact details to reach vendors directly.
To streamline ordering, the website outlines step-by-step instructions for establishing departmental blanket purchase orders and calling off against negotiated contracts. These self-service resources make it easy for departments to evaluate options, connect with preferred suppliers, and take full advantage of Rice's negotiated rates and terms.
Creating Value Across Rice
The copier initiative demonstrates what strategic sourcing is designed to accomplish: helping stakeholders achieve their objectives while maximizing value. By leveraging Rice's buying power, market intelligence and supplier partnerships, the university secured better pricing, improved service, streamlined administration and greater flexibility for departments. Most importantly, departments gained access to better solutions and a simpler process while continuing to work with trusted suppliers.
That's what strategic sourcing is all about: creating value and helping the university make the most of every dollar invested in support of Rice's academic, research and administrative mission.