Purchasing - Procedures & Guidelines

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Copier Rental	Option 1: Virginia Tech's copier rental program: Virginia Tech operates a copier rental service which utilizes a variety of Minolta copiers. The copiers are rented on a cost-per-copy basis, which means that you only pay for the copies that you make. There is no set monthly fee - pricing is somewhere around 3 cents per copy, depending on the caliber of copier you rent. This price includes all toner, maintenance and supplies. If you're located on-campus, it also includes paper. Contact Danny Suroski (540-231-1622, dsuroski@vt.edu) for details. Option 2: State contract: The state has a contract with a variety of copier vendors for rental (and purchase) of copiers. This contract is rather confusing and hard to sort through, so the best way to find out about renting a copier off of the contract is to contact each of the vendors. Contact information can be found below. The state contract pricing is given as set monthly pricing plus overage pricing, based on the caliber of machine rented. (For example, if you rent a copier that allows you to make 10,000 copies per month and costs $200 per month, any copies made over 10,000 that month will be subject to an overage charge. This means that your cost could well exceed $200 per month). Overage charges are usually under 1 cent per copy. State contract rental copiers include toner, maintenance and supplies, but not paper. If you choose to rent off of the state contract, make sure you look at your copier's usage history to determine how many copies you anticipate making in a month. This will greatly assist the sales representatives, listed below, in choosing a copier that adequately suits your needs.
Copier Purchase	You may purchase a new copier off of the state contract. If you decide to purchase a copier, you should also purchase a maintenance contract. The purchase of a new copier does not include any maintenance, supplies, or toner. The problem with purchasing a copier is that after a few years, these machines break down and maintenance contract pricing goes up. As with renting off of the state contract, if you want to purchase a copier, you should contact the vendors listed below so that they can help you find a copier that fits your needs. Contact Information for State Contract (#VA-0711160 )Vendors: OCE Imagistics - Margaret Bannerman (757)497-4648 Xerox - Daid Craig (276) 620-2503 Daly Computers Inc - John Brophy (301) 788-7655 Dell Marketing LP - Mary Zdanius (804) 212-4257 Knowledge Information Solutions Inc - Terry Kramer (757) 463-0033 Sharp Electronics Corp - Pam McDonald (703) 338-6810 VA Businees Systems - David Kellog (540) 362-3300 Procedures once a copier is decided on: If you decide to go through Danny Suroski's program, Purchasing will not be involved. If you decide to obtain a copier through the state contract, you'll need to send the below items to Purchasing. Requisition form A copy of the state contract spreadsheet for the copier you want. You can obtain this from the sales representative you spoke with. Make sure the spreadsheet is already filled out before giving it to Purchasing. If you are getting a "connected" copier (meaning that it will be networked with your computers in the office), you'll need to get a completed Site Survey from the copier rep you're dealing with. A site survey is a form that verifies that your office is capable of networking machines.
Important Note for All Rentals and Maintenance Agreement Procured Through the State Contract	By submitting a requisition to rent a copier or procure maintenance, please note that the funding will be encumbered on an annual basis that does not necessarily conform to the fiscal year. Both during and after the initial contract period, a new requisition must be submitted yearly to encumber the funds. It is the user department’s responsibility to submit the requisition in a timely fashion. Late submission of a requisition may result in a delay of payment for invoices, which may affect prompt pay status. Procedures for the Extension of Existing Copier Rentals and Maintenance Agreements For all rental copiers and maintenance agreements, departments will be required to submit the below items to Purchasing on an annual basis in order to insure that there will be no lapse in service and that invoice payments will not be delayed (which may affect prompt pay status.) Requisition: By submitting a requisition to continue your maintenance or rental, you are agreeing to allow Purchasing to encumber the annual funding. Under Description be sure to include your copier's model number and serial number, along with the previous PO number. Price quote: Contact your copier vendor and have them send something to you in writing stating what the monthly cost for your copier will be, the amount of copies covered in the price given, and overage amount. Additionally, be sure to find out when the picing given will expire. Once the above items are received by Purchasing, an encumbered purchase order will be created and you will receive a new receiving report to use to pay invoices. The encumbered purchase order will be good for one year. Departments must be conscious of the fact that this means that your Purchase Order may span more than one fiscal year and prepare for this accordingly. We suggest that you monitor the service dates contained on the PO that established the service agreement to be alert to the yearly expiration. In this way you can initiate service renewal in advance of expiration. If your PO expires and you attempt to submit an invoice using the expired receiving report, your invoices will be rejected by the Controllers Office. This may affect your prompt pay status. Contact Benny Snuffer (540) 231-5557 with any questions you may have.

Last Updated:August 28, 2008