DOJ's $17.5K Xerox Copier Lease for Federal Prisons: 60 Months, Firm Fixed Price
Contract Overview
Contract Amount: $17,505 ($17.5K)
Contractor: Xerox Corporation
Awarding Agency: Department of Justice
Start Date: 2025-02-01
End Date: 2026-09-30
Contract Duration: 606 days
Daily Burn Rate: $29/day
Competition Type: FULL AND OPEN COMPETITION
Pricing Type: FIRM FIXED PRICE
Sector: Other
Official Description: 60 MONTH COPIER LEASE AND MAINTENANCE - XEROX OPTION PERIOD 2 DOS: 2-1-26 TO 9-30-26 RP #26-0082
Place of Performance
Location: DALLAS, DALLAS County, TEXAS, 75266
State: Texas Government Spending
Plain-Language Summary
Department of Justice obligated $17,504.64 to XEROX CORPORATION for work described as: 60 MONTH COPIER LEASE AND MAINTENANCE - XEROX OPTION PERIOD 2 DOS: 2-1-26 TO 9-30-26 RP #26-0082 Key points: 1. The contract is for a 60-month copier lease and maintenance with Xerox, valued at $17,504.64. 2. The acquisition method is a BPA Call under a full and open competition, suggesting a competitive initial award. 3. The contract is firm fixed price, providing cost certainty for the Bureau of Prisons. 4. The spending is categorized under Photographic and Photocopying Equipment Manufacturing (PSC NAICS 333316).
Value Assessment
Rating: fair
The unit cost appears reasonable for a 60-month lease of office equipment, especially considering maintenance is included. However, without specific model details or usage estimates, a precise comparison is difficult.
Cost Per Unit: N/A
Competition Analysis
Competition Level: full-and-open
The contract was awarded via a BPA Call, indicating that the initial Blanket Purchase Agreement was established through full and open competition. This method generally allows for competitive pricing discovery.
Taxpayer Impact: The firm fixed price provides budget predictability for the Bureau of Prisons, minimizing unexpected cost increases for this essential office equipment.
Public Impact
Ensures operational continuity for the Federal Prison System by providing essential document reproduction capabilities. Supports administrative functions within correctional facilities, facilitating communication and record-keeping. The lease agreement includes maintenance, reducing the burden on agency staff for equipment upkeep.
Waste & Efficiency Indicators
Waste Risk Score: 50 / 10
Warning Flags
- Potential for higher costs if usage exceeds expectations or if better pricing was available through other competitive avenues.
- Lease agreements can sometimes be less cost-effective than outright purchase over the long term.
Positive Signals
- Firm fixed price contract provides cost certainty.
- Awarded under full and open competition, suggesting a competitive initial pricing.
- Includes maintenance, simplifying operational management.
Sector Analysis
Spending on office equipment like copiers falls under general administrative and operational costs for federal agencies. Benchmarks for such leases vary widely based on equipment type, lease duration, and included services.
Small Business Impact
The data does not indicate if small businesses were involved in this specific BPA Call or the underlying BPA. Further analysis would be needed to determine small business participation.
Oversight & Accountability
The contract falls under the Department of Justice's oversight. The use of a BPA Call suggests adherence to established procurement procedures for competitive sourcing.
Related Government Programs
- Photographic and Photocopying Equipment Manufacturing
- Department of Justice Contracting
- Federal Prison System / Bureau of Prisons Programs
Risk Flags
- Long-term lease commitment
- Potential for technological obsolescence
- Lack of explicit small business participation data
- Fixed price may not reflect actual usage
Tags
photographic-and-photocopying-equipment-, department-of-justice, tx, bpa-call, under-100k
Frequently Asked Questions
What is this federal contract paying for?
Department of Justice awarded $17,504.64 to XEROX CORPORATION. 60 MONTH COPIER LEASE AND MAINTENANCE - XEROX OPTION PERIOD 2 DOS: 2-1-26 TO 9-30-26 RP #26-0082
Who is the contractor on this award?
The obligated recipient is XEROX CORPORATION.
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 $17,504.64.
What is the period of performance?
Start: 2025-02-01. End: 2026-09-30.
What is the total cost per month for this copier lease and maintenance?
The total contract value is $17,504.64 over 60 months. This equates to approximately $291.74 per month. This figure includes both the lease of the copier and its ongoing maintenance services, providing a comprehensive cost for the duration of the agreement.
What are the risks associated with a long-term copier lease for a federal agency?
Risks include potential overpayment if technology advances rapidly, making the leased equipment obsolete before the contract ends. There's also the risk of being locked into a specific vendor or model, limiting flexibility. Furthermore, if usage is lower than anticipated, the fixed cost might represent poor value compared to pay-per-use models or outright purchase.
How does this lease contribute to the operational effectiveness of the Federal Prison System?
Reliable access to copiers and maintenance is crucial for the day-to-day administrative and operational functions within federal prisons. This includes tasks like printing security protocols, inmate communications, legal documents, and general administrative paperwork. Ensuring this equipment is functional and maintained supports the efficient running of these facilities.
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
Pricing Type: FIRM FIXED PRICE (J)
Evaluated Preference: NONE
Contractor Details
Address: 1800 M ST NW STE 500N, WASHINGTON, DC, 20036
Business Categories: Category Business, Corporate Entity Not Tax Exempt, Manufacturer of Goods, Not Designated a Small Business, Special Designations, U.S.-Owned Business
Financial Breakdown
Contract Ceiling: $17,505
Exercised Options: $17,505
Current Obligation: $17,505
Contract Characteristics
Commercial Item: COMMERCIAL PRODUCTS/SERVICES
Parent Contract
Parent Award PIID: 15B41125A00000001
IDV Type: BPA
Timeline
Start Date: 2025-02-01
Current End Date: 2026-09-30
Potential End Date: 2026-09-30 00:00:00
Last Modified: 2026-04-09
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