DOJ's $89,928 copier lease for Federal Prison System secured via full and open competition

Contract Overview

Contract Amount: $89,928 ($89.9K)

Contractor: Kyocera Document Solutions America Inc

Awarding Agency: Department of Justice

Start Date: 2025-11-07

End Date: 2026-11-06

Contract Duration: 364 days

Daily Burn Rate: $247/day

Competition Type: FULL AND OPEN COMPETITION

Pricing Type: FIRM FIXED PRICE

Sector: Other

Official Description: FY26 COPIER LEASE- OY1 TO COVER 11/7/25-11/6/2026 (FY26 TO COVER THROUGH 9/30/26)

Place of Performance

Location: BRUCETON MILLS, PRESTON County, WEST VIRGINIA, 26525

State: West Virginia Government Spending

Plain-Language Summary

Department of Justice obligated $89,928.41 to KYOCERA DOCUMENT SOLUTIONS AMERICA INC for work described as: FY26 COPIER LEASE- OY1 TO COVER 11/7/25-11/6/2026 (FY26 TO COVER THROUGH 9/30/26) Key points: 1. Value for money appears reasonable given the firm-fixed-price structure and one-year duration. 2. Full and open competition suggests a competitive bidding process, likely leading to favorable pricing. 3. Risk indicators are low, with a fixed-price contract and standard equipment type. 4. Performance context is a routine equipment lease, essential for administrative functions. 5. Sector positioning is within the 'Photographic and Photocopying Equipment Manufacturing' category.

Value Assessment

Rating: good

The contract value of $89,928 for a one-year copier lease appears to be within a reasonable range for federal government procurements of this nature. Benchmarking against similar leases for office equipment across federal agencies would provide a more precise value-for-money assessment. The firm-fixed-price structure helps control costs and provides budget certainty for the Federal Prison System.

Cost Per Unit: N/A

Competition Analysis

Competition Level: full-and-open

This contract was awarded under full and open competition, indicating that all responsible sources were permitted to submit a bid. The specific number of bidders is not provided, but this method generally fosters a competitive environment, allowing for price discovery and potentially lower costs for the government compared to less competitive methods.

Taxpayer Impact: A full and open competition process is beneficial for taxpayers as it maximizes the pool of potential offerors, increasing the likelihood of receiving competitive pricing and innovative solutions.

Public Impact

The Federal Prison System (Bureau of Prisons) will benefit from reliable access to essential office equipment. The contract ensures the availability of copiers for administrative and operational needs within the specified facilities. The geographic impact is concentrated in West Virginia, where the equipment will be deployed. Workforce implications are minimal, primarily related to the use of the equipment by correctional and administrative staff.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Positive Signals

Awarded under full and open competition, suggesting a robust bidding process.
Firm-fixed-price contract type provides cost certainty.
Standard equipment type minimizes technical risks.

Sector Analysis

The market for office equipment, including copiers and printers, is mature and highly competitive, with numerous manufacturers and distributors. Federal agencies are significant purchasers of such equipment, often leveraging large-scale contracts and agreements like Blanket Purchase Agreements (BPAs) to streamline procurement. Spending in this category is consistent across many government functions requiring document management and reproduction capabilities.

Small Business Impact

The provided data does not indicate any specific small business set-aside provisions for this contract. As it was awarded under full and open competition, it is possible that small businesses participated in the bidding process. However, without further information on subcontracting plans or specific set-aside goals, the direct impact on the small business ecosystem is not clearly defined.

Oversight & Accountability

Oversight for this contract would typically fall under the contracting officer and the Federal Prison System's procurement oversight mechanisms. Transparency is facilitated by the public nature of federal contract awards. The Inspector General's office for the Department of Justice may have jurisdiction for audits or investigations if any irregularities are suspected.

Related Government Programs

General Services Administration (GSA) Schedules
Office Equipment Procurement
Department of Justice Administrative Support Contracts

Frequently Asked Questions

What is this federal contract paying for?

Department of Justice awarded $89,928.41 to KYOCERA DOCUMENT SOLUTIONS AMERICA INC. FY26 COPIER LEASE- OY1 TO COVER 11/7/25-11/6/2026 (FY26 TO COVER THROUGH 9/30/26)

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 $89,928.41.

What is the period of performance?

Start: 2025-11-07. End: 2026-11-06.

What is the track record of KYOCERA DOCUMENT SOLUTIONS AMERICA INC with the Federal Prison System or DOJ?

A review of federal procurement data indicates that KYOCERA DOCUMENT SOLUTIONS AMERICA INC has a history of receiving contracts from various federal agencies, including the Department of Justice and its components like the Federal Prison System. While this specific contract is for a copier lease, the company likely has experience providing similar equipment and services to government entities. Analyzing past performance on similar contracts, including delivery timeliness, equipment reliability, and customer satisfaction, would provide a more comprehensive understanding of their track record. Without specific past performance ratings for this vendor on prior DOJ contracts, it's difficult to definitively assess their reliability for this particular lease.

How does the price of this copier lease compare to similar federal contracts?

The price of $89,928 for a one-year copier lease for the Federal Prison System is a key data point for value assessment. To benchmark this effectively, it would be necessary to compare it against similar firm-fixed-price leases for comparable copier models and service levels awarded to other federal agencies or within the same agency over a similar timeframe. Factors such as the number of machines, copier features (e.g., speed, color capabilities, multifunctionality), maintenance inclusions, and geographic location can influence pricing. A direct comparison with contracts awarded through GSA Schedules or other large-scale agreements could reveal if this price is competitive or if there is potential for cost savings.

What are the primary risks associated with this copier lease contract?

The primary risks associated with this copier lease contract are relatively low, given its nature. Potential risks include equipment malfunction or downtime, which could disrupt operations within the Federal Prison System facilities. Another risk could be the expiration of the lease without a timely renewal or replacement, leading to a gap in service. Vendor performance, such as failure to provide adequate maintenance or support, is also a consideration. However, the firm-fixed-price structure mitigates financial risks for the government, and the standard nature of copier equipment suggests that technical risks are manageable, especially with a reputable vendor like Kyocera.

How effective is the full and open competition process in ensuring value for this type of procurement?

The full and open competition process is generally considered highly effective in ensuring value for routine procurements like copier leases. By allowing all responsible sources to compete, it maximizes the potential for competitive pricing and encourages vendors to offer their best terms. This process helps prevent price gouging and ensures that the government obtains equipment and services at market-driven rates. The effectiveness is further enhanced when clear performance requirements and evaluation criteria are established. While the number of bidders isn't specified here, the principle of broad competition is a strong indicator of potential value.

What is the historical spending pattern for copier leases by the Federal Prison System or DOJ?

Analyzing historical spending patterns for copier leases by the Federal Prison System (FPS) or the broader Department of Justice (DOJ) would provide crucial context for this $89,928 contract. Understanding the typical annual expenditure, the average duration of leases, the types of equipment procured, and the primary vendors used over the past several fiscal years can reveal trends. For instance, consistent spending in this range might indicate stable operational needs, while significant fluctuations could signal changes in equipment refresh cycles, agency consolidation, or shifts in procurement strategies. This historical data is vital for assessing whether the current lease represents a continuation of established practices or a deviation requiring further scrutiny.

Industry Classification

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

Product/Service Code: SPECIAL INDUSTRY MACHINERY

Competition & Pricing

Extent Competed: FULL AND OPEN COMPETITION

Solicitation Procedures: SUBJECT TO MULTIPLE AWARD FAIR OPPORTUNITY

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: $89,928

Exercised Options: $89,928

Current Obligation: $89,928

Actual Outlays: $16,351

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Parent Contract

Parent Award PIID: 15B12124A00000231

IDV Type: BPA

Timeline