Also see...

Cost per Copy Program

Copier Vendors (for outright purchase only)

PReq Instructions for Copiers

Copier Procurement Process

As of July 1, 2005 the Printing Department will no longer manage the copier procurement process and the copier maintenance contracts. Departments will interact directly with vendors to obtain copier information and pricing and to set up trials. The Purchasing Department will maintain a database of copier maintenance contracts and will provide contact information for the copier dealers in our area. In the near future we also hope to provide links to web sites maintained by the various copier manufacturers that will offer additional product information that will be of assistance to departments when choosing a copier. A synopsis of the new copier procurement process follows:

Needs Assessment

Before contacting copier dealers for information, a department needs to assess their needs and make some preliminary decisions regarding the copier they will be getting. Also see What to consider...

• Volume: What is the monthly volume on your present copier or your estimated monthly volume if you are not replacing an existing machine?
• Accessories: What accessories do you need/desire, such as sorter, stapler, automatic document feeder, duplexing, etc.?
• Print/Fax Modules: Do you want your copier to also have print and fax capability?
• Networking: Will your copier be networked?
• Security Features: Will your copier require security features if being used in a shared environment?

Contacting Vendors

Once you have made some preliminary decisions regarding the type of copier you wish to get, it is time to start gathering data on the various brands and models that might meet your needs. Departments are encouraged to gather this information by contacting the dealers we have listed on the vendor list. We have provided vendor names, sales reps, addresses, phone numbers, fax numbers, and email address. We have also listed the copier brands marketed by each dealer. In some cases the same copier brand may be available from more than one source. Departments are encouraged to shop around as prices may vary from dealer to dealer for the same or similar machines.

If you decide to trial one or more copiers before making a final decision, you will make these arrangements directly with the copier vendor. Departments will be responsible for working out the delivery and pick up arrangements for copiers they have on trial. Many dealers maintain show rooms with their latest equipment and departments may find these helpful as well, and possibly an alternative to bringing trial machines into their offices.

Deciding on a Procurement Method

There are basically three ways to obtain a copier:

• outright purchase
• lease
• rental

The copier dealers can provide pricing for the various options and also explain the terms and conditions governing each one. With both leases and rentals you will typically have to commit to a specific contract term. Early termination is usually not an option. At the end of the lease an option to purchase the copier will be available. Maintenance contracts will be required for rentals and leases and are optional on purchased machines.

Cost per Copy Program

The University of Iowa has signed a new copier contract with Laser Resources, an Iowa based company for outright purchases, leases and the new Cost Per Copy program.    Laser Resources carries Konica/Minolta brand.  This is another procurement option that may be a more economical choice in many cases. In a Cost per Copy arrangement, a department basically rents the machine and pays a monthly or quarterly fee based on the number of copies made. Maintenance and supplies, with the exclusion of paper and staples, are included in the agreement. Click here for pricing and info.

Leases Through the University Business Office

Departments will still have the option of lease/purchase through the University Business Office if they desire to purchase a copier but do not have funds available to pay the entire purchase cost up front. The Business Office pays the vendor for the entire amount of the copier and the department is charged a monthly fee to pay back the purchase price. The department owns the machine. More information on this program can be obtained from Cathy Hagen in the Business Office.

Maintenance Contracts

Maintenance contracts are typically required for copiers leased or rented through the copier dealer. They are optional for purchased machines, including those obtained through the Business Office lease/purchase program. Departments who do not choose to have maintenance contracts will pay for their service calls on a time and materials basis. Maintenance agreements are also offered through Specialty Underwriters. If you choose this option a flat annual fee is paid to Specialty Underwriters annually. When repairs are required Specialty Underwriters arranges for the service call with the copier vendor and pays the invoice for the repair. Some departments are finding this to be a more economical option than a maintenance contract with the copier dealer or a time and materials arrangement. If you wish more information on Specialty Underwriters, contact Gary Snyder in the Purchasing Department.

Ordering Your Copier

Once you have decided on your copier and the procurement method you wish to use, it is time to place your order.

1. Obtain a formal quote and/or contract from the vendor that specifically lists the copier model # and all options and charges associated with the acquisition.
2. Prepare a Preq listing all items and charges as they appear on the quote or contract. Enter the vendor name and address. Indicate the name of the sales rep you worked with in the Comments area of the Preq. Unless you are renting or leasing the copier you will need a separate Preq for the maintenance contract.
3. Use the proper Category Code and I Acct:
   • Outright Purchase: Category Code 60038 and I Acct 6730 if $5000 or above and 6085 if less than $5000.
   • Lease/Purchase through U of I Business Office: Category Code 60038 and I Acct 6730 or 6085. (The PO to the vendor is for an outright purchase.)
   • Rental: Category Code 98526 and I Acct 6430
   • Lease: Category Code 98526 and I Acct 6435
   • Maintenance Contract: Category Code 93927 and I Acct 6265
4. Attach the quote and or contract documents electronically to the Preq or send them in Campus Mail to the Purchasing Agent identified with the Preq number. Do not fax contracts that require an approval signature, as Purchasing will need the original copy. Do not sign contract or proposal documents. Contracts must be reviewed by the General Counsel’s office prior to being signed. The Director of Purchasing has signature authority for University contract documents. Department staff is not authorized to sign University contracts.
5. Purchasing must review and approve your Preq before the order is placed. If the total dollar amount of the purchase is less than $3000, please enter $3001 as the dollar amount so that the Preq will be routed to a Purchasing Agent. Indicate in the Internal Comments area what the correct dollar amount should be. The amount will be corrected when the Purchase Order is issued. If the PReq is for an outright purchase being financed by the Business Office, ad hoc Cathy Hagen to the approval path after the final departmental approval.
6. After the Preq is approved, Purchase Orders will be issued to the vendor for purchase, rental, or lease and for the maintenance contract. If the copier is being purchased the maintenance contract should be on a separate Preq. Any applicable contract documents will be sent to the vendor with the PO’s.

   Note: Purchase Orders will be issued prior to the placement of the copier. This is a change from the previous process where the Purchase Order was not issued until after the copier has been delivered. Vendors will now be instructed to notify Purchasing of the Serial # and installation date when the copier is placed. This information will then be added to the Purchase Order for the procurement and for the maintenance contract.

Please feel free to contact Anne Sopher in Purchasing at 5-0378 with any questions or concerns as we initiate this new copier process. This will be a learning experience initially for Purchasing, Departments, and the Vendors. Please remember that even though we are encouraging departments to work directly with vendors, Purchasing is still willing and able to offer assistance, including competitive bids in situations where more than one dealer markets the copier you have chosen. Please stay tuned as we continue to offer additional information and enhancements to our copier web site and information on the new “Cost per Copy” program.

What to consider when buying a copier for your department:

1. Average number of copies per mouth/year.

2. Copy speed. As a general guide:
   • If you do fewer than 40,000 copies a month, choose 35 - 45 cpm.
   • If you do 40,000 to 50,000 copies a month, choose 50 - 60 cpm.
   • If you do 75,000 to 100,000 copies a month, choose 75 – 100 cpm.
   • If you do over 100,000 copies a month, choose 80 - 120 cpm.

3. Identify the type of copy jobs done routinely:
   Out of the monthly volume above, what percentage are:

   Single original jobs	3-hole punch jobs
   Multi-page original jobs	Duplex jobs
   Stapled set jobs	Collated jobs
   Color Jobs	Duplex jobs
   Any other jobs

4. Identify any special features to consider with the copier:

   Duplexing	Stapler / finisher
   Book Copying	Accent Color
   Full Color	Multi-position stapling
   Sorter / Collator	Transparency Interleaving
   Large Paper Tray	Indexing for Booklets
   Account Tracking	Scan, Fax or Print from PC

5. Networking:
   • Stand-alone (Copier is not connected to LAN, networks or other PC's)
   • Network with PCs (Copier is connected to computers through a network)