Print/Copy Mail Services Vice President FA
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Please fill out completely and mail or fax to Printing Services the University of Oregon Photocopier Acquisition Form. If a contract is being used, list the contract. If the cost of the total purchase/lease* will be over $5,000, purchase order needs to be approved and reviewed by PCS. Over $25,000, a minimum of 3 quotes are required. See new procurement rules OAR 580-062 for guidance. If you are referencing the existing IKON copier contracts listed below, the solicitation of quotes is not required. UO has access to pricing from several existing copier contracts. If you need information regarding existing copy machine contracts or have any questions about the quotation process, contact Purchasing and Contracting Services at 346-3156.
Printing Services will return the approved University of Oregon Photocopier Acquisition Form back to your department.
Complete a purchase order for
this purchase/lease. If an existing contract is referenced, specific
purchase order language requirements apply (see examples below). Make sure to
verify the information has been transferred from the photocopier acquisition
form to the purchase order correctly.
Standard Photocopier Example PO
- No
Contract/Price Agreement, 3 Quotes Required
State of Oregon Example PO
- Contract, No Competition Required Contract
# 8612
Oregon
State University Example PO - Contract, No
Competition Required Contract #
S1016003C
Obtain appropriate approval signatures, for the purchase order, from your department.
Fax a copy of this purchase order and the approved photocopier acquisition form to Deanne Lahaie-Noll in Purchasing and Contracting Services (PCS) 346-2425. Include any quotes plus terms and conditions that the vendor may have referenced or provided.
Note: For purchases under $5,000, PCS review and approval is not required but is recommended. Remember that the UO Contracts Manager must sign all lease agreement/contract documents regardless of dollar amount.
PCS will review the purchase order and fax it back to the department with approval. PCS will also fax a copy of your purchase order to property control.
Department may then issue the approved purchase order, along with the UO Purchase Order Terms and Conditions, to the vendor.
Copier may then be delivered to your department.
When copier is delivered, fax Robbin Howard (346-5820) a copy of the purchase order with the copier serial number and inventory number. If you do not have an inventory number, Robbin will assign one. Call 346-1114 for questions on inventory.
Remember, Printing and Mailing Services will no longer be responsible for centrally processing campus monthly copy machine billings after July 1, 2002. Each department is responsible for their own copy machine billings and payments.
* Total lease is calculated as follows:
1. Lease Cost per month
TIMES
2. Length of the contract
PLUS
3. Per copy toner/maintenance charges
TIMES
4. Estimated copies over life of the lease
| $150.00/month lease cost x 36 months | $5,400.00 | |
| .007/copy toner/maint. charges x 180,000** copies |
+ |
$1,260.00 |
| Total Lease | $6,660.00 |
** (5,000 copies/month x 36 months)