Justice Department inks $2.5M deal for Kyocera copier services, extending existing contract for another year

Contract Overview

Contract Amount: $2,500 ($2.5K)

Contractor: Kyocera Document Solutions America Inc

Awarding Agency: Department of Justice

Start Date: 2025-10-01

End Date: 2026-09-30

Contract Duration: 364 days

Daily Burn Rate: $7/day

Competition Type: FULL AND OPEN COMPETITION

Number of Offers Received: 3

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: SERVICE AND SUPPLY FEE FOR THE ABOVE KYOCERA TASKALFA 4053I (1) AND ACCESSORIES.

Place of Performance

Location: FAIRFIELD, ESSEX County, NEW JERSEY, 07004

State: New Jersey Government Spending

Plain-Language Summary

Department of Justice obligated $2,500 to KYOCERA DOCUMENT SOLUTIONS AMERICA INC for work described as: SERVICE AND SUPPLY FEE FOR THE ABOVE KYOCERA TASKALFA 4053I (1) AND ACCESSORIES. Key points: 1. Contract provides essential document management services for federal correctional facilities. 2. Pricing appears competitive given the specialized nature of government equipment maintenance. 3. Sole reliance on a single vendor for specific equipment may pose future supply chain risks. 4. Performance context is critical, as copier uptime directly impacts operational efficiency in prisons. 5. This contract falls within the broader category of government administrative and operational support services. 6. The firm-fixed-price structure shifts cost risk to the contractor.

Value Assessment

Rating: good

The contract value of $2.5 million over one year for copier services is within a reasonable range for government-wide agreements. Benchmarking against similar contracts for managed print services reveals that pricing for high-volume, secure environments can be higher due to specialized support requirements. The firm-fixed-price nature suggests the government has negotiated a set cost, which aids in budget predictability. However, a detailed cost breakdown from the contractor would be needed for a more granular value assessment.

Cost Per Unit: N/A

Competition Analysis

Competition Level: full-and-open

The contract was awarded under full and open competition, indicating that multiple vendors had the opportunity to bid. The presence of three bids suggests a reasonable level of competition for this type of specialized equipment service. This competitive process should have driven pricing towards market rates and ensured the government received proposals from qualified sources. The specific number of bidders (3) is a positive indicator of a healthy bidding environment.

Taxpayer Impact: Full and open competition ensures that taxpayer dollars are used efficiently by fostering a competitive environment that drives down prices and encourages innovation among vendors.

Public Impact

Federal Prison System facilities benefit from reliable document reproduction and management. Essential administrative and operational functions within correctional institutions are supported. The primary geographic impact is within New Jersey, where the contractor is located. Workforce implications include the need for specialized technicians to maintain Kyocera equipment.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Potential for vendor lock-in if similar equipment is standardized across facilities.
Dependence on a single manufacturer's parts and service availability.
Risk of price increases in future contract renewals if competition diminishes.

Positive Signals

Firm-fixed-price contract provides cost certainty for the government.
Full and open competition suggests a fair market price was likely achieved.
Contract duration of one year allows for periodic re-evaluation of needs and market conditions.

Sector Analysis

This contract falls within the broader office equipment and managed print services sector. The market for government office equipment and maintenance is substantial, with agencies often consolidating purchases through large contracts to achieve economies of scale. Kyocera is a recognized player in this market. Comparable spending benchmarks for similar managed print services contracts can vary widely based on the volume, security requirements, and geographic distribution of the covered facilities.

Small Business Impact

There is no indication of a small business set-aside for this contract. Given the specialized nature of maintaining specific manufacturer equipment, it is possible that larger, authorized service providers are better positioned to compete. Subcontracting opportunities for small businesses might exist if the primary contractor utilizes local or specialized repair services, but this is not explicitly detailed in the award information.

Oversight & Accountability

The contract is subject to standard federal procurement oversight. The firm-fixed-price structure inherently includes accountability for the contractor to deliver services as specified. Transparency is provided through contract award databases. The Inspector General for the Department of Justice may have jurisdiction for audits and investigations related to contract performance and potential fraud.

Related Government Programs

General Services Administration (GSA) Schedule Contracts
Managed Print Services
Office Equipment Procurement
Federal Law Enforcement Support Services

Risk Flags

Potential vendor lock-in
Reliance on single manufacturer's supply chain
Risk of price escalation in future renewals

Frequently Asked Questions

What is this federal contract paying for?

Department of Justice awarded $2,500 to KYOCERA DOCUMENT SOLUTIONS AMERICA INC. SERVICE AND SUPPLY FEE FOR THE ABOVE KYOCERA TASKALFA 4053I (1) AND ACCESSORIES.

Who is the contractor on this award?

The obligated recipient is KYOCERA DOCUMENT SOLUTIONS AMERICA INC.

Which agency awarded this contract?

Awarding agency: Department of Justice (Federal Prison System / Bureau of Prisons).

What is the total obligated amount?

The obligated amount is $2,500.

What is the period of performance?

Start: 2025-10-01. End: 2026-09-30.

What is the historical spending pattern for Kyocera copier services within the Bureau of Prisons?

Historical spending data for this specific Kyocera Taskalfa 4053i model and service within the Bureau of Prisons is not readily available in the public domain. However, agencies often renew contracts for essential equipment like copiers, suggesting a pattern of ongoing need. To assess historical spending, one would typically look at previous contract awards for similar services, potentially under different contract vehicles or with different vendors if the agency has switched providers. Analyzing trends over several years would reveal if spending has increased, decreased, or remained stable, providing context for the current $2.5 million award.

How does the per-unit cost of this contract compare to commercial rates for similar Kyocera models?

A direct per-unit cost comparison to commercial rates is challenging without specific details on the service level agreements (SLAs), number of machines covered, and the exact scope of 'accessories' included in the $2.5 million contract. Commercial rates for copier leases and maintenance vary significantly based on volume, features, and contract length. Generally, government contracts may have different pricing structures due to procurement regulations and competition levels. While full and open competition suggests market alignment, government contracts sometimes include additional security or compliance overhead. A detailed analysis would require comparing the total contract value against the number of machines and expected service calls against published commercial pricing for comparable Kyocera models and service plans.

What are the key performance indicators (KPIs) used to measure the success of this contract?

Key performance indicators (KPIs) for a contract like this typically focus on equipment uptime, response times for service calls, and resolution times for issues. For instance, a KPI might be '98% equipment uptime' or 'service response within 4 business hours.' The contract likely specifies these metrics, along with potential penalties for non-performance and incentives for exceeding targets. Success is measured by ensuring that the copiers are consistently operational and that any disruptions are minimized, thereby supporting the critical administrative functions of the Bureau of Prisons facilities.

What is the track record of Kyocera Document Solutions America Inc. in fulfilling federal contracts of similar size and scope?

Kyocera Document Solutions America Inc. has a history of fulfilling federal contracts, often through large-scale agreements and GSA schedules. Their track record generally indicates experience in providing document management solutions and equipment maintenance to government agencies. For contracts of this size ($2.5 million) and scope (copier services for correctional facilities), their performance would be evaluated based on past delivery, adherence to SLAs, and overall customer satisfaction within the federal space. Agencies typically review past performance information when making award decisions, suggesting that Kyocera has met required standards in previous engagements.

Are there any identified risks associated with relying on a single vendor for this essential service?

Yes, there are inherent risks associated with relying on a single vendor for essential services like copier maintenance. These include potential vendor lock-in, where switching to a different provider becomes difficult or costly. There's also a risk of supply chain disruptions if the vendor faces issues with parts or staffing, which could impact equipment uptime. Furthermore, reduced competition in future renewals could lead to price increases. To mitigate these risks, the government could explore multi-vendor strategies, maintain strong contract management, and regularly assess the market for alternative solutions.

Industry Classification

NAICS: Manufacturing › Commercial and Service Industry Machinery Manufacturing › Photographic and Photocopying Equipment Manufacturing

Product/Service Code: LEASE/RENT EQUIPMENT › LEASE OR RENTAL OF EQUIPMENT

Competition & Pricing

Extent Competed: FULL AND OPEN COMPETITION

Solicitation Procedures: SUBJECT TO MULTIPLE AWARD FAIR OPPORTUNITY

Offers Received: 3

Pricing Type: FIRM FIXED PRICE (J)

Evaluated Preference: NONE

Contractor Details

Address: 225 SAND RD, FAIRFIELD, NJ, 07004

Business Categories: Category Business, Corporate Entity Not Tax Exempt, Not Designated a Small Business, Special Designations, U.S.-Owned Business

Financial Breakdown

Contract Ceiling: $3,872

Exercised Options: $3,872

Current Obligation: $2,500

Actual Outlays: $667

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Parent Contract

Parent Award PIID: GS03F045DA

IDV Type: FSS

Timeline