Photocopiers

View the copier information for your campus:

Chicago | Springfield | Urbana

Chicago Campus

Through a contract with an outside vendor, the Office of Publications provides a full line of state-of-the-art digital copiers on a rental basis to UIC departments. To take advantage of this program, please contact the Office of Publications at 312-996-3567.

Program Features

• Rental program. UIC copiers is a genuine rental program. Departments can leave the program on a month's notice with no cancellation fees or equipment removal charges.

• Price stability. Prices remain consistent for five years from the date of copier installation. There are no annual price increases in that five-year period.

• Simplicity/billing. Departments pay a monthly rental fee and a click charge for each copy they print. Toner and all other supplies, except paper and staples, are provided at no additional charge. Publications bills departments on a monthly basis.

Benefits

• Renting rather than leasing (no term, no commitments). Departments no longer face capital expenditures and multiyear financial commitments when obtaining copiers. They can opt out of the program on a month's notice. There are no automatic lease renewals, no cancellation fees, no machine removal charges.

• Guaranteed four-hour emergency service. If a department's copier is inoperable and the technician doesn't arrive within four hours, the monthly rental fee is waived. This service response guarantee is the best in the business.

• Upgrades (and downgrades) without penalties. Departments don't have to wait for current leases to terminate or "roll" them into new leases.

• Discounts on paper from UIC Office Supplies. Departments renting from copiers are entitled to a ten percent discount on all copy paper sold by UIC Office Supplies (formerly General Stores).

• Campus oversight by the Office of Publications to ensure top service. Publications reviews monthly service reports and cancels monthly rental fees if emergency response times are longer than four hours. In additions, The Office of Publications intercedes to eliminate any problems departments may be having with their copier and/or the vendor. The Office of Publications is there to ensure that the vendor keeps its promises.

Springfield Campus

Copier access is granted to the Springfield campus departmental users via departmental credit copy card. To obtain a departmental copy card the designated fiscal officer must request, in writing, a card to be issued for a specific account. This request should be forwarded to Ron Browning, BSB 114. The departmental account is charged at the end of each month for the number of copies made by utilizing that specific card. For questions about copiers you may also contact Ron Browning at 217-206-6608 or Browning.Ron@uis.edu.

Urbana Campus

New Rental of a Photocopier

The Urbana campus has three approved supplier contracts for the rental of digital copiers that have optional “add-on” accessories through the award of RFP #V401. These contracts provide campus users with competitive pricing, premier service and flexibility in product selection. In addition, these approved contracts eliminate any additional requirements for competitive bidding under the Illinois Procurement Code for the rental of the brands and models of copiers referenced below.

These approved supplier contracts offer campus users:

• Different brands and models of Canon, Konica/Minolta, Lexmark, Panasonic, Sharp, and Ricoh multi-functional copiers currently marketed as well as any new copiers introduced at a later date.

• Low prices. The University receives a substantial discount through these approved contracts. Note: To receive the lowest per copy rate, monthly volume must exceed the minimum recommended monthly volume for the selected copier.

• Rental pricing that includes the cost of insurance, repair, maintenance, and all supplies (except paper and staples).

• All new state-of-the-art digital copiers; some have optional "add on" accessories for faxing, scanning, networking, etc. for compatibility with computer and/or network platforms.

• Equipment that carries the "Energy Star Logo" to indicate energy efficiency.

• Equipment that is ADA compliant.

• Model upgrades without penalties.

• Simple monthly billing based on the higher of either the cost-per-copy or the monthly minimum charge (not both).

• Guaranteed four hour service response time, free "loaner equipment" if unit is down for 48 hours, and no charge for "like for like" replacements for problem units.

List of Approved Suppliers for Rentals

Step-by-Step Guide for a New Rental

To receive the enhanced prices and terms and conditions for your copier rental, first contact the approved suppliers listed above for complete details and minimum recommended monthly volumes for each copier. The approved supplier contracts require an initial rental period of three years. In the fourth year, the pricing changes to a per copy rate which should provide substantial savings to the campus user.

CONTACT the approved suppliers to meet with a campus representative and choose a copier to rent.

• The vendor will provide you with a “COPIER SUB-ORDER ANNUAL QUOTATION” for a new order or an annual renewal. Keep this quotation for your files (do not send to Purchasing - the supplier will provide a copy to Purchasing). This “COPIER SUB-ORDER ANNUAL QUOTATION” will provide detailed information such as: brand of copier including model number, series number, serial number and UIUC contract pricing for that copier including all accessories. It will also serve as the document you will use to audit invoices for correct billing.

• The supplier will provide one “COPIER SUB-ORDER ANNUAL QUOTATION” for each copier you rent.

CREATE a requisition in Banner to include the following information:

• Requesting departmental name and address and approved supplier’s name and address

• Under the “Commodity/Accounting” tab, indicate the commodity as a copier rental (code #99832), the quantity of copiers included, the brand of copier(s), and the authorized rental period. Also, include a FOAPAL that will remain in effect for the full annual authorized period.

• Indicate a sufficient annual encumbrance (the total annual copies times the per copy rate).

“Document Text” including the following:

1. Departmental contact name, phone number and (if applicable) the previous annual Standing Order Number

2. Type the following: "Prices, specifications, terms and conditions per RFP V401 and COPIER SUB-ORDER ANNUAL QUOTATION (Vendor Reference No. ____) on file." (Provide the vendor reference number from the “COPIER SUB-ORDER ANNUAL QUOTATION” in the above blank space.)

3. If a multi-year agreement, use the following format in the Document Text to allow for tracking all Purchase Orders pertaining to this rental.

4. If your department is submitting a requisition for a new copier rental and canceling a copier rental currently in place, clearly indicate in the Document Text the Standing Order Number that needs to be canceled by Purchasing and the cancellation date. (Contact the buyer immediately so Purchasing may initiate a cancellation letter.)

DOCUMENT the Purchase Order number for your rental on the “COPIER SUB-ORDER ANNUAL QUOTATION” after you receive your departmental copy.

Note: Federal Agricultural funding is on an alternate fiscal year and separate instructions will be provided when appropriate.

Annual Renewal of a Copier Rental

For departments using an approved supplier, the vendor will provide you with a “COPIER SUB-ORDER ANNUAL QUOTATION” for an annual renewal. Keep this quotation for your files (do not send to Purchasing - the supplier will provide a copy to Purchasing). This “COPIER SUB-ORDER ANNUAL QUOTATION” will provide detailed information such as: brand of copier including model number, series number, serial number and UIUC contract pricing for that copier including all accessories. It will also serve as the document you will use to audit invoices for correct billing. The supplier will provide one “COPIER SUB-ORDER ANNUAL QUOTATION” for each copier you rent.

Using this quotation, departments should follow the instructions located on the OBFS website Copying Banner Purchase Orders for Renewal Orders for the upcoming fiscal year renewal. Please remember to use the new COPIER SUB-ORDER ANNUAL QUOTATION to update the information after copying last year’s purchase order into a new requisition. Please include the previous annual Standing Order purchase order number. Note: Prior to Purchasing issuing a standing order renewal, your encumbrance may be increased to reflect prior annual expenditures.

Please Note: If your current quote/order does NOT reference “RFP V401” anywhere in the quote/order, it is NOT based on the approved supplier pricing. Departments who are not using the approved supplier rental pricing should follow the standard annual renewal copy instructions for annual renewals in Banner Copying Banner Purchase Orders for Renewal Orders. If you would like to take advantage of the approved supplier pricing, see the Contact information.

Copier-owned Maintenance (OMR)

Office Machine Repair (OMR) is a section of the Purchasing Division that serves departments when they have an office machine that needs maintenance or repair. Through consolidation of campus equipment service requirements, OMR secures more favorable pricing and simplifies the interaction between service vendors and departmental users. For more information, see Office Machine Repair (OMR).

Annual Renewal of Copier-owned Maintenance (OMR)

Maintenance for copiers owned (not rental or lease) by departments on the Urbana campus will be processed through the Purchasing Division's Office Machine Repair (OMR) section. If your department is in Champaign-Urbana: please do not send Banner requisitions to Purchasing to renew maintenance on owned copiers for the upcoming fiscal year. In early April, departments will receive a letter with a listing of all equipment the department has on an OMR maintenance contract and instructions for OMR maintenance renewal. Please follow these instructions to renew the maintenance on that equipment.

If you are an outlying Cooperative Extension and/or department satellite office not in the Champaign-Urbana area, you must send a Banner requisition to Purchasing to renew maintenance on owned copiers for the upcoming fiscal year.

Contact

If you have questions regarding:

• the approved supplier contracts for copier rentals,

• information for purchasing a copier, or

• the annual renewal of Office Machine Repair (OMR) services for owned copiers, please contact:

Phone: 217-333-0776
E-mail: suecalho@uillinois.edu

Last Updated: May 23, 2011