Initial placement of Copiers
 Once the need for a copier is determined, the requestor shall contact the Buyer assigned to the
copier commodity.
 The Buyer will assist the requestor in assessing needs and will contact suppliers to obtain
quote information on equipment and price options.
 The Buyer will present a minimal of two options to the requestor and assist in the decision
making process by providing a total cost analysis for all options based on the needs of the
requestor (copier volume, equipment options, etc.)
 Once a copier is selected, the requesting department will issue a requisition for a period of one
year (fiscal year) and a purchase order will be issued to the vendor. For subsequent years, the
requestor will receive a multi-year memorandum in order for the purchase order to be
recreated in the Banner system.
 The Buyer will ensure that the equipment chosen meets the needs of the requestor and will
work with the vendor to provide the requestor with an agreement that meets operational and
budgetary needs. Particularly in a long term agreement, the requestor must make the decision
that best fits their needs.
 Equipment leases are normally 36 or 48 months, rentals are also available, these are
recommended for short term funding situations.
Equipment Upgrades
 Some contracts allow for equipment upgrades. If you would like to upgrade your equipment,
please contact the Buyer prior to notifying the vendor. The Buyer will review the existing
contract and advise the requestor on options available under the contract.
Copier Renewal Contracts
 Copier renewal will be determined by the contract. In a multi-year contract, a multi-year
memorandum will be issued by the Purchasing & Contract Management Department to the
budget head and the renewal purchase order will be issued to the vendor. Purchase orders are
in effect from 9/1 to 8/31 of the current fiscal year, however, in a lease contract, the
commitment is for the full length of the term of the lease (36, 48, or 60 months).
 Rental contracts are done on an annual basis. If the requestor determines the equipment will
not be renewed for an additional year, please notify the Purchasing & Contract Management
Department. The state contract awarded vendors require a 30-day written cancellation notice.
Repairs
 Equipment repairs on rental/leased equipment need to be performed by the vendor. The
requestor may contact the vendor directly to place a service call. State contract lease
agreements include all repairs and supplies, with the exception of toner, therefore, the vendor
is responsible for maintaining the equipment and for repairs done in a timely fashion.
PUR050
Revised December 2012
Cancellation of Copier Contract
 Once the lease term ends and a determination is made that the copier will no longer be
needed, the requestor must notify the Purchasing & Contract Management Department, in
writing (email, memorandum, fax). Purchasing & Contract Management Department will, in
turn, notify the vendor and the Accounts Payable Department. The Buyer will coordinate a
pick up date between the requestor and the vendor.
 Billing on the equipment will cease once the vendor has received written notification from the
Purchasing & Contract Management Department.
Funding Availability
 All District contracts contain a clause stating continuation of a contract is contingent upon
funding availability.
 On cancellations due to lack of funding allocation, the person responsible for the District
program that has ceased to exist must notify the Purchasing & Contract Management
Department. The Buyer will immediately contact the vendor and request that the equipment
be picked up. Failure to notify the vendor will generate unnecessary financial liability for the
District since the vendor will continue to issue billing.
Movement of Equipment
 Occasionally a department may choose to move a copier from one location to another. The
only party authorized to do this is the vendor. If you require that equipment be moved, you
may contact the Purchasing & Contract Department and request that the vendor be notified.
You may also contact the vendor directly and let the Buyer know. This is required in order
for the vendor to know where their property is located. In addition, if there is damage from
the move by an unauthorized party, any costs resulting from the damage would be the
responsibility of the District.
If additional information is required, or if you have any questions, please contact the Purchasing &
Contract Management Department at 831-6309.
PUR050
Revised December 2012