1. Decide on type of copier you need. This is the time to solve all the problems of the past. What is important? Speed? Stapling? Network capable? Collating?
Service?
2. To start, you need to gather some information: number of copies per month you do now (or an estimate), budget available, status of current contract. Without this
information you cannot proceed.
3. There are 2 kinds of copiers: analog and digital. Analog are the old-fashioned walk up copiers. Digital machines are more expensive, but may be networked like a
laser printer and allow fax, scan, print, and copy on the same machine.
4. Call Savin, our recommended vendor
ONLY to get price proposals. You must deal with a government/municipal salesperson. Contract vendors will not waste your time and have pre-negotiated prices for you.
5. If you need options (sorter, stapler, extra bins) indicate up front. Fill out contract forms with vendor, indicating size of machine. Contract must have the
following: 3 or 4 year term, a non-appropriation clause, price by month or quarter for equipment and service, address for purchase orders.
6. Complete a CCSF requisition form for the equipment and for service, attach all contracts and quotes and forward to Purchasing. Requisitions are to be for Term
Purchase Agreements (TPA/LA), and must terminate at each fiscal year end. You will renew each fiscal year. Be sure to advise your sales rep. the purchase order number will change yearly.copier lease instructions from accounting
7. CCSF will not process requistions for non-approved vendors. This is for your protection!
8. Purchasing will review your request and make changes (if needed), and approve or disapprove your request.
9. Next, order supplies, if your contract doesn't include them. These may be ordered on a regular requisition.
10. Schedule 'key operator training'. Don't forget part time or evening personnel.
11. Monthly you may need to take meter readings and send to vendor for billing.
12. Once your copier is installed, don't forget monthly to sign a copy of the MRR, attach the vendor invoice and return to 33 Gough Street so the vendor may be paid
promptly. See the Purchasing Manual or website for more information www.ccsf.org/Services/Purchasing
13. The user department is responsible for calling for service and maintaining all copier records. Be sure someone is assigned during the summer and vacation periods
to process all related documents.
Current contract vendor is Ricoh.
Contact Terry Parks 650-238-5917. Pricing is available from Terry. For help with older contacts call:
- Danka/Kodak* - Dave Strong 925-280-3585
- Minolta* - Remon Zabaneh 650 345-2800 X214 or rzabaneh@kmbs.konicaminolta.us
- Imagistics - Gary Stanford, Sales or Jean Charles Alvarez, Branch Mgr. 415-243-3350
- Xerox* - Steve Slenk 415-979-1469
