Effective Dates: 11/1/2007-11/1/2010

Needs assessment and pre-decision consideration

Contract coverage and pricing:

• Copiers for Purchase
• Lease Rates and Pricing
• Recurring Maintenance and Charges per Copy Rates
• Category Discounts
• Non-copier Equipment Pricing

• Volume: What is the monthly volume on your present copier or your estimated monthly volume if you are not replacing an existing machine?



• Click here for the average copies used per month based on copier speeds from historical UF data.
• Check previous invoices for your own historical usage or ask for a report from your previous copier maintenance vendor.
• Have your needs increased or decreased due to other equipment or procedural changes?


• Accessories: What accessories do you need/desire, such as sorter, stapler, automatic document feeder, duplexing, etc.?



• Think of the types of jobs you usually (or will) do on the machine like

• That way you can ask your dealer representative how those relate to the features and options of accessories and machines like

• Print/Fax Modules: Do you want your copier to also have print and fax capability?



• Networking: Will your copier be networked? Are other copiers in your department/building networked.



• Stand-alone (Copier is not connected to LAN, networks or other PC's)
• Network with PCs (Copier is connected to computers through a network)


• Security Features: Will your copier require security features if being used in a shared environment?



• Which method of of Procurement is best for your needs?




• Should you purchase or lease?



• You will need to select a maintenance term when purchasing a copier. Maintenance is required with the lease option, as leases under this contract are operating leases only, so you will not have the option to purchase at the end.
• Are you using funds from a project/budgetary cost center that allows asset purchases?
• Do you have the funds for purchase at this time?
  If not, see the Consolidated Equipment Financing Program (CEFP) for financing options to purchase equipment offered by the State of Florida.
• Don't forget to compare the pricing and do value analysis for the machine and accessories you are interested in across both procurement methods on the contract.

(Special thanks to the University of Iowa Purchasing department for sharing their best practices and lessons learned.)

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To submit comments or corrections to site content, please contact purchasing@ufl.edu
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