Justice Department inks $8.1K deal for Kyocera printers, highlighting equipment needs in federal facilities

Contract Overview

Contract Amount: $8,100 ($8.1K)

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: $22/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 4003IJ (1), 5003I (1), 7003I (4) AND ACCESSORIES.

Place of Performance

Location: FAIRFIELD, ESSEX County, NEW JERSEY, 07004

State: New Jersey Government Spending

Plain-Language Summary

Department of Justice obligated $8,100 to KYOCERA DOCUMENT SOLUTIONS AMERICA INC for work described as: SERVICE AND SUPPLY FEE FOR THE ABOVE KYOCERA TASKALFA 4003IJ (1), 5003I (1), 7003I (4) AND ACCESSORIES. Key points: 1. The contract focuses on essential office equipment, indicating a need for reliable document management solutions. 2. The firm-fixed-price structure provides cost certainty for the government. 3. The relatively small contract value suggests it may be for a specific location or a limited number of devices. 4. The duration of one year aligns with typical operational needs for such equipment. 5. The procurement method, full and open competition, suggests a standard process for acquiring these goods.

Value Assessment

Rating: good

This contract for Kyocera printers appears to be a standard procurement for essential office equipment. The total value of $8,100 for a one-year period, covering multiple devices, suggests a reasonable cost for maintaining operational capabilities within the Federal Prison System. Benchmarking against similar government contracts for office equipment indicates that pricing for such devices and associated service fees typically falls within a predictable range, and this award seems to be in line with those expectations.

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. This method is generally preferred as it fosters a competitive environment, potentially leading to better pricing and terms for the government. The presence of three bids suggests a healthy level of interest from qualified suppliers in providing these types of equipment and services to the Department of Justice.

Taxpayer Impact: Full and open competition ensures that taxpayer dollars are used efficiently by leveraging market forces to secure competitive pricing for necessary equipment.

Public Impact

Federal Prison System staff will benefit from reliable printing and copying services, crucial for administrative and operational tasks. The contract ensures the availability of essential document management equipment within correctional facilities. The geographic impact is localized to the facilities served by the Federal Prison System in New Jersey. Workforce implications are minimal, primarily relating to the use of the equipment by correctional staff.

Waste & Efficiency Indicators

Waste Risk Score: 50 / 10

Warning Flags

Potential for equipment obsolescence if not regularly reviewed and updated.
Dependence on a single manufacturer's consumables and service could lead to higher long-term costs.

Positive Signals

Firm-fixed-price contract provides budget certainty.
Full and open competition suggests a fair market price was likely obtained.
The contract duration is aligned with typical equipment lifecycles for this type of technology.

Sector Analysis

This contract falls within the broader Information Technology and office equipment sector, specifically focusing on document management solutions. The market for office equipment, including printers and copiers, is mature and highly competitive, with numerous manufacturers and suppliers. Government spending in this area is consistent, driven by the need for operational efficiency across various agencies. Comparable spending benchmarks for similar multi-function devices and service contracts vary widely based on volume, features, and service level agreements, but this award appears to be within a typical range for the specified equipment.

Small Business Impact

The data indicates that this contract was not specifically set aside for small businesses, nor does it appear to have explicit subcontracting requirements for small businesses mentioned. The primary contractor, Kyocera Document Solutions America Inc., is a large entity. Therefore, the direct impact on the small business ecosystem is likely limited, though opportunities may arise if the primary contractor engages small businesses for support services not detailed in this award.

Oversight & Accountability

The contract is a firm-fixed-price delivery order, which inherently limits cost overruns for the government. Oversight would typically be managed by the contracting officer's representative (COR) within the Federal Prison System, responsible for ensuring delivery and service compliance. Transparency is maintained through public contract databases like FPDS. Inspector General jurisdiction would apply if any fraud, waste, or abuse were suspected in the procurement or execution of this contract.

Related Government Programs

Office Equipment Procurement
Document Management Systems
Federal Prison System Operations
General Services Administration (GSA) Schedules (potential alternative procurement vehicle)

Risk Flags

Potential for vendor lock-in on consumables and service.
Risk of equipment obsolescence over time.
Dependence on contractor's service quality and responsiveness.

Frequently Asked Questions

What is this federal contract paying for?

Department of Justice awarded $8,100 to KYOCERA DOCUMENT SOLUTIONS AMERICA INC. SERVICE AND SUPPLY FEE FOR THE ABOVE KYOCERA TASKALFA 4003IJ (1), 5003I (1), 7003I (4) 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 $8,100.

What is the period of performance?

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

What is the specific service and supply fee structure for the Kyocera printers?

The contract specifies a "SERVICE AND SUPPLY FEE" for the Kyocera Taskalfa 4003IJ (1), 5003I (1), and 7003I (4) units, along with accessories. While the total award amount is $8,100, the breakdown of the fee structure (e.g., per-page costs, monthly service charges, parts replacement) is not detailed in the provided data. This fee likely covers maintenance, repairs, and potentially consumables like toner, ensuring the printers remain operational throughout the contract period. The firm-fixed-price nature of the contract suggests that this total amount is the ceiling for these services, providing cost certainty to the Federal Prison System.

How does the $8,100 contract value compare to typical spending on similar equipment by federal agencies?

The $8,100 contract value for six Kyocera printers and accessories over a one-year period appears to be on the lower end for federal procurements of this nature, especially considering the inclusion of service and supply fees. Federal agencies often procure such equipment through larger, multi-year blanket purchase agreements (BPAs) or indefinite-delivery/indefinite-quantity (IDIQ) contracts, where individual orders can range from a few thousand to tens of thousands of dollars, depending on the number of units and service levels. This specific award suggests a targeted need, possibly for a single facility or a small group of facilities, rather than a widespread agency-wide deployment. Without specific details on the service level agreement and included consumables, a precise benchmark is difficult, but the value is consistent with localized, essential equipment needs.

What are the potential risks associated with this contract for the Federal Prison System?

One potential risk is vendor lock-in, where the Federal Prison System becomes reliant on Kyocera Document Solutions America Inc. for specific consumables (like toner) and parts, which could lead to higher costs if not managed carefully. Another risk is the potential for equipment obsolescence; while the contract is for one year, the underlying technology might become outdated quickly. Furthermore, the effectiveness of the service and supply fee depends on the responsiveness and quality of the maintenance provided by the contractor. If service is slow or subpar, it could disrupt essential administrative functions within the prison system. Finally, the limited scope of this contract means it doesn't address broader document management needs, potentially requiring separate procurements.

What does the 'Photographic and Photocopying Equipment Manufacturing' (NAICS 333316) classification imply for this contract?

The NAICS code 333316, 'Photographic and Photocopying Equipment Manufacturing,' indicates that the primary business activity of the contractor or the product being procured falls under the manufacturing of equipment used for imaging and reproduction. For this contract, it signifies that the Kyocera printers being supplied are considered part of this manufacturing sector. This classification helps in understanding the industry context and potentially benchmarking against other procurements within this specific manufacturing domain. It suggests the government is acquiring tangible equipment manufactured by companies operating within this industrial classification, rather than just services.

How does the duration of 364 days (approximately one year) impact the value and management of this contract?

A contract duration of 364 days, just shy of a full year, is a common practice in federal contracting to avoid certain regulatory requirements or budget cycles associated with full-year contracts. For this specific procurement, it provides a defined period for the delivery of equipment and associated services. This duration allows the Federal Prison System to assess the performance of the equipment and the contractor before potentially exercising options or entering into new contracts. It offers flexibility, enabling adjustments based on changing needs or technological advancements. From a value perspective, it segments the spending, making it easier to budget for annually, and aligns with the typical refresh cycle for office equipment, mitigating the risk of long-term commitment to potentially outdated technology.

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: $9,421

Exercised Options: $9,421

Current Obligation: $8,100

Actual Outlays: $2,316

Contract Characteristics

Commercial Item: COMMERCIAL PRODUCTS/SERVICES

Parent Contract

Parent Award PIID: GS03F045DA

IDV Type: FSS

Timeline