"Copier FAQ's"

Contract #60046-07 ending 6/30/07
Additional questions? Please contact Mary Kastelberg in
Purchasing 804-828-0904 or mlkastelberg@vcu.edu

01. Q. How do I know what copiers are on state contract?

A. You may visit http://159.169.222.200/DPS/contracts/contracts.asp Go to third row and click under first column "Copiers R4" to access state contract.

02. Q. How do I contact a sales representative if I have a question or want advice about what copier to rent or purchase?

A. Here is a list of the sales representatives that are more than happy to answer any questions you may have concerning your current copier or a copier you are looking to purchase or rent. Sales Representative List (Copier Sales Representative Information).

03. Q. How do I set up a request for a new copier?

A. All new requests for copiers should come to Purchasing in the form of a requisition if the dollar amount is over $5,000. Departments may handle the purchase of a copier if it is under $5,000. Departments may handle the purchase of a copier if it is under $5,000, using their P-cards. Requisitions both under and over $5,000 should be set up as one requisition for the entire term period, NOT a separate requisition for each month of the term.

04. Q. What do I include when I send a requisition to Purchasing for a new copier?

A. If you are requesting a new copier, please include the benchmark, model of the copier and state if it is standalone or connected in the description. Attach a completed State Contract excel spreadsheet for the machine you are requesting to the requisition. Do not use the DPS form to create a copier requisition. If you have a copier from the company that needs to be picked up, please also list the old purchase order number, serial number and model number in the comments section.

05. Q. How do I know which vendor number to use when setting up my requisition/purchase order?

A. Here is a list of the correct vendor numbers to use when setting up a renewal or sending a request to Purchasing for a new copier. Correct List of Vendor Numbers (Correct Vendor Numbers to Use).

06. Q. What commodity code do I use?

A. You will want to use the 1534 commodity code for a rental, the 2264 commodity code for an outright purchase and the 1253 commodity code for maintenance.

07. Q. How do I set up a renewal for my copier?

A. To complete a renewal, you must cite the serial number, model number, previous purchase order number, location of the copier, contact person and list the start and end dates to coincide with the dates on the previous purchase order. You will also need to list the contract number that coincides with the year you first received the copier. You may refer to the old purchase order for the contract number. One purchase order should cover the entire renewal period, you should NOT set up a separate purchase order each month. If the initial term of your copier was a 36-month rental, only one 12-month renewal may be exercised. Also, on line one you will always want to indicate that it is a renewal.

08. Q. If I'm setting up a renewal, what do I do about overages?

A. When setting up a renewal, always add a line for overages. In most cases the line item should read a quantity of 50,000 @ $.0001 (which is the unit price) and should be (AMT) for unit of measure (UOM). This way if one month your department makes more copies than allotted, Accounts Payable will have a line to pay for the overages. For contract #60046-07, Imagistics is the only company that does not charge for overages.

09. Q. How do I cancel an existing agreement?

A. If a lease was put into place and there is still time before the end date you will need to submit a letter to the vendor 60 days before you would like to terminate the lease. If you are having a problem with your copier the sales representative should offer to replace it. If repetitive copier issues arise which require several service calls per month, please contact Mary Kastelberg at 804-828-0904 or mlkastelberg@vcu.edu for guidance.

10. Q. How long should I keep my copier?

A. This depends on whether or not you rented the copier or you own it. If you rented the copier for 36 months, you have the option to renew for another 12 months. If you rented the copier for 12 months, you have the option to renew for 36 months (three 12 month periods) after the initial 12 months. If you purchased the copier, you will want to look at purchasing or renting a new copier at least every 5 years.

11. Q. If I own my copier how do I set up the purchase order for a year of maintenance?

A. You will need to list the start and end dates to coincide with the previous year's purchase order, include the copier model, serial number, contact person, and location of the copier. The purchase order should be set up as 12 months @ $_____ (the monthly maintenance cost). A new purchase order should NOT be set up each month for maintenance, one purchase order should cover 12 months of service. You will also want to set up an overage line. You will want to refer to the first purchase order that was put in place to determine what the rate for overages will be. Once you determine this, you will set up a line that reads 50,000 (quantity) @$ .0001 (unit price) and the unit of measure (UOM) should be (AMT).

12. Q. What do I need to do if I need to add another month to my copier?

A. Occasionally another month will need to be added to your copier purchase order. If the department handled the purchase order, you should complete a change order and clearly state on the purchase order that you are adding another month by adding a line item stating the change that is being made. The end date should also change to accommodate the extra month. If Purchasing handled the purchase order, you must contact the Buyer to add to the extra month.

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