How to Order a Copier
as of 11/29/17
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
4. Call Konica- Minolta 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. (Contact Ricoh
or Xerox for existing leases only)
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 quarter for equipment and service,
address for purchase orders. Don’t forget maintenance! Konica
contracts include most supplies.
6. Complete CCSF requisition online for the equipment and for
service. Copy all contracts and quotes and forward to Purchasing,
noting the requisition number. Requisitions will be converted to POs
starting with LA for the lease and TPA for Term Purchase Agreement
(TP) for the service and maintenance agreements, and must terminate at
each fiscal year end. Use Konica Minolta Premier Finance vendor #
@00302496 for leases and Konica Minolta Business vendor #1259001 for
maintenance. 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
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. For supplies included
on the contract, contact vendor for initial order.
10. Schedule ‘key operator training’. Don’t forget part time or evening personnel.
11. Schedule pick up of your old copier with the prior vendor. You may be charged for shipping Ricoh back. Allow a couple weeks for pick up. Vendors cannot move other vendor's equipment, so plan the pick up as soon as you've signed the contract for the new machine.
12. You may need to take periodic meter readings and send to vendor
13. Once your copier is installed, don’t forget every 2-3 months to
sign a copy of the Receiving copy (MRR), attach the vendor invoice and
return to DBO so the vendor may be paid promptly. See the Purchasing
Manual or website for more information
www.ccsf.edu/Services/Purchasing on how to process TP payments
14. 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 Konica: Mike Salinas 415-268-1106. Price quotes are available from Mike to help with your pre-planning.You may also email the general mail box firstname.lastname@example.org . For help with older contracts call
Ricoh* - Maurice Stewart 510 913-7847 or email@example.com
Xerox* - Wes Lagrone 510 703-8327 or firstname.lastname@example.org
Details of how to complete paperwork:
On the requisition 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 or 48 months.
The quarterly payment amount including any sales taxes (lease+tax=qtr payment).
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 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 quarters 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 District inventory records can be updated. 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 a different requisition number for maintenance from the 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 by increasing the amount of the maintenance TP or under a separate requisitoin number and PO.
NOTE: Departments cannot sign contracts. Submit to Purchasing along
with your requisition and Purchasing staff will sign the contract and
provide to the copier company along with the PO.