Back to Top
Purchases

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 six approved supplier contracts for the rental of digital copiers that have optional "add-on" accessories through the award of Solicitation #1JWS1431. 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, Kyocera, Lexmark, Ricoh, Samsung, and Xerox multi-functional copiers, in select categories, 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.

  • 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.

  • Simple monthly billing based on the monthly minimum cost-per-click (CPC) and any additional clicks. Overage charges may apply for clicks exceeding set thresholds.

List of Approved Suppliers for Rentals

Advanced Digital Solutions (Xerox)
Contract #: CN-00014674

1512 Broadway Ave.
Mattoon, IL 61938
Attn: Bill Northam
Phone: 217-235-1616
Email: wnortham@adsxrx.com


CDS Office Technologies (Konica/Minolta, Lexmark)
Contract #: CN-00014675

3108 Farber Dr.
Champaign, IL 61822
Attn: Rob Reckers
Phone: 217-351-5046 ext. 1405
Email: rreckers@cdsot.com


Digital Copy Systems (Canon, Samsung)
Contract #: CN-00014678

9011 N. University St.
Peoria, IL 61615
Attn: Mike Brettl
Phone: 217-519-1086
Email: mbrettl@DCScopiers.com


Gibbs Technology/GFI Digital (Ricoh)
Contract #: CN-00014680

1102 Bloomington Rd.
Champaign, IL 61821
Attn: Kirby Knapp
Phone: 217-649-2441
Email: kknapp@gfidigital.com


RK Dixon Co. (Xerox)
Contract #: CN-00014681

806 Parkland Court, Suite 2
Champaign, IL, 61821
Attn: Drew Gibbs
Phone: 309-397-7251
Email: dgibbs@rkdixon.com


Watts Copy Systems(Kyocera)
Contract #: CN-00014683

2204 W. John St.
Champaign, IL 61821
Attn: Kelly Reynolds
Phone: 217-352-0428
Email: kreynolds@wattscopy.com


Step-by-Step Guide for a New Rental

To receive the enhanced prices and terms and conditions for your copier rental, complete details, and minimum recommended monthly volumes for each copier click here. New rentals will require an initial rental period of three years. In the fourth year, the pricing changes to a per click 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.

CREATE a requisition in Banner to include the following information:

  • In the Comments field of the "Document Information" tab, enter 1JWS1431; and the contract number for the Supplier which starts with a "CN". See the Supplier list above for contract numbers.

  • 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 clicks times the per click rate, including any optional accessories added).

"Document Text" including the following:

  1. Type the following: "Prices, specifications, terms and conditions per contract CN-000XXXXX (please list contract number).

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

  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.
    Example:

    SPO History:
    FY15: P0123456
    FY16: P1234567
    FY17: P2345678

     

Annual Renewal of a Copier Rental

Departments should follow the instructions located on the OBFS website Copying Banner Purchase Orders for Renewal Orders for the upcoming fiscal year renewal. 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 "Solicitation #1JWS1431" 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 Copy Banner Purchase Orders for Renewal Orders instructions. If you would like to take advantage of the approved supplier pricing, see the Contact information.

Last Updated: April 19, 2017

Give us feedback about this page Submit Feedback