How to Order a Copier

as of 7/10/12

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. Copiers are digital: a bit more expensive, but may be networked like a laser printer and allow fax, scan, print, and copy on the same machine.

4. Call Ricoh 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.  Don’t forget maintenance!

6. Complete CCSF requisition forms for the equipment and for service, attach all contracts and quotes and forward to Purchasing. Requisitions are LA for the lease and TPA for Term Purchase Agreements for the service and maintenance agreements, and must terminate at each fiscal year end. You will renew each fiscal year. You will renew each fiscal year. Be sure to advise your sales rep. the purchase order number will change yearly. Indicate the prior year's TP/LA on the requisition and attach a contract copy.

7. CCSF will not process requisitions 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 Receiving copy (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: Megan Glick 925-983-4036. Price quotes are available from Megan to help with your pre-planning. For help with older contracts call
Danka/Kodak* - Jonathan Elliot 415-677-1718
Minolta* - Remon Zabaneh 510 557-1555 or rzabaneh@kmbs.konicaminolta.us
Imagistics/Oce’
Xerox* - David Enos 415 981-9116 X12 or denos@xeroxagents.com

Details of how to complete paperwork:

On the front of the purchase order the following information must be clearly listed:

Quantity, model number, and serial number of each piece of equipment covered by a lease contract.
The Lessor’s equipment identification number to be used on their billing: typically that identifier is the serial number.
The Lessor’s contract or account number, or other number they use to identify this particular lease agreement.
The total duration of the lease contract and the start and end dates.  For copiers this is usually 36 months.
The monthly payment amount both including and not including sales tax.
The total full year amount of the lease (monthly payments including sales tax times 12, or quarterly times 4)
A brief statement describing what the monthly payment amount includes – i.e. lease amount only, lease amount including maintenance and supplies, etc.  Include other pertinent information such as the annual number of copies covered by the maintenance portion of the payment, annual allowable miles, etc.
If there is a bargain purchase option at the end of the lease, (equipment may be purchased for $1 at the end of the lease term), describe it.  This information is very important in determining the correct accounting treatment for that particular asset.
The department that will use and/or is responsible for the equipment.
The physical location of the equipment.
The contact person and contact information of the individual who is responsible for the equipment and who can be contacted for questions.

The information above should be on all new and annual renewal purchase orders established to encumber the funds that will be required to pay for the lease.  If the purchase order to be established is for successive fiscal years covered under the term of the lease, the new purchase order number will be created by using the purchase order number assigned for the first year appended with an “A”, “B”, etc. (i.e. LAB1234A, B, or C)  If the equipment lease starts in the middle of a fiscal year then only the payment amounts for the months in the current fiscal year should be encumbered.   In addition, when leasing a new copier, indicate the prior PO and identifying information (model, serial number. etc) of the equipment that is being replaced so that any encumbered funds can be released back to your budget, and to update District inventory records.  If the PO is for an entirely new piece of equipment please indicate and attach a copy of the new contract.

If maintenance is not covered under the terms of the lease and that maintenance is required by terms of the contract, the PO for maintenance would use the same core requisition number as the lease PO but prefaced with TP. In the example above, a separate maintenance PO would be TPB1234.  Annual renewal POs for maintenance would follow the same numbering process as above.  Following this numbering scheme helps link multiple year POs so both the vendor and college can trace multi-year payments. If there is a charge for additional usage over the allowed amount the invoice would be paid as a direct payment using the same core requisition number prefaced by “DP”.