Quick Copy Service                                                                                                              UPPS No. 05.03.20
Issue No.3
Effective Date: 02/28/2006

                                                                                                                                                Review: June 1 E3Y                                                                                                                                                                                                                                                                                                                                      Attachment I

 

 

01.       POLICY STATEMENT

 

01.01  This UPPS establishes procedures for obtaining quick copy service machines by University departments.

 

02.       PROCEDURES FOR OBTAINING QUICK COPY SERVICE MACHINES

 

02.01  The Auxiliary Services Office will provide all quick copy service machines used by university departments. Quick copy machines are defined as any machine, photocopy machine or duplicator, which reproduces originals. Mimeograph or spirit/fluid duplicators are not included.

 

02.02  Departments requesting machines should contact the Auxiliary Service Office. The Auxiliary Services Office will assist by reviewing the user department’s needs and budgets and by recommending the most suitable machine available.

 

02.03  The user department will finalize the request and Auxiliary Services will place an order for a machine. The order will include prices charged and machine model. If the recommended machine is not acceptable to the department, the department may request a review by the Office of Auxiliary Services.

 

02.04  Departments will be encouraged to review the possibility of contracting with IKON Office Services to obtain Multifunctional Printer/Copier/Fax/ Scan machines.  These machines will provide a minimal price per month, include a fixed amount of monthly copies and additional copies will be billed at a rate of .0078.  Overages will be billed on an annual basis.  Auxiliary Services will inter-department transfer (IDT) departments on a monthly basis for their monthly minimum charge.  Paper will be procured through a Historically Underutilized Business (HUB) vendor and purchased through Auxiliary Services and delivered by Auxiliary Services.  The intent of this is to follow the example of many large corporations as well as universities that have realized the cost savings of Rightsizing their office printer, copier and scanning fleet into one multifunctional device. Departments that abandon older inefficient printers, scanners and fax machines will realize the largest cost savings.  

 

03.       PROCEDURE FOR VENDORS PROVIDING QUICK COPY MACHINES

 

03.01  Typically, a vendor will provide quick copy machines through a Photocopy Vending Services Contract (Attachment I). The machines are classified into three general categories.

 

a.   Coin op copiers: basic machine at approximately 20-25 copies per minute and a coin box.

 

b.   Convenience copiers: variety of machines and accessories to provide fast turnaround in a medium price range.

 

c.   High volume copiers: mid-range speed machines to provide a high volume of finished copies in a low price range.

 

Each machine will be equipped with a card reader unless a specific request is made not to have a reader on the machine.

 

03.02  Quick copy machines may be provided from a source other than the Photocopy Vending Services Contract on an exception basis. Exceptions are justified on a review of the impact of the request on the overall operation and determination of whether the operation can meet the need of the user requesting an exception. Lower than contracted cost does not necessarily justify an exception. The Office of Auxiliary Services will review requests for exceptions and will forward a recommendation to the Vice President for Finance and Support Services, who will make the final decision.

 

04.       RESPONSIBILITIES

 

04.01  Auxiliary Services Office. The Director of Auxiliary Services will solicit, through advertisement, bids from vendors to provide quick copy service machines and will assure that all conditions of the contract are met.

 

a.   The Director of Auxiliary Services will coordinate the installation of machines in university departments as requested.

 

05.       REVIEWERS OF THIS UPPS

 

05.01    Reviewers of this UPPS include the following:

 

Position                                                          Date

 

Director, Auxiliary Services                         June 1 E3Y

 

Assistant Vice President,                            June 1 E3Y

University Library

 

Director, LBJ Student Center                      June 1 E3Y

 

06.       CERTIFICATION STATEMENT

 

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

 

Director of Auxiliary Services; senior reviewer of this UPPS

 

Vice President for Finance and Support Services

 

President