For information about Agreements for this commodity, see UC Strategic Sourcing copier suppliers, including how to contact Canon, Ricoh and Xerox representatives who will assess your needs and provide proposals and pricing quotations. Campus departments benefit from leveraging the purchasing power of the entire UC system and we encourage you to take advantage of these agreements for digital copiers with the most advanced networking, scanning, and faxing features.
Benefits of the agreements include: significant cost savings for purchases, leases, rentals, and cost-per-copy plans for digital copiers, as well as high service standards and increased customer satisfaction. Other negotiated benefits include “green” programs that support Berkeley’s commitment to sustainability and recycling; minimum guaranteed 96% uptime for copiers; monetary penalties for non-compliance with service requirements; trade-in values for existing copiers; and flexibility to upgrade, downgrade, or cancel digital copiers as department needs change.
Instructions For Leasing
Campus departments are empowered by the terms and conditions of our agreements to deal directly with the suppliers. This gives you total control of your ongoing blanket purchase order through the years of the lease and maintenance term, enabling you to make any changes such as adding funds, revising copy volume estimates, making chartstring adjustments, and performing lien closures when needed.
Before entering into a lease arrangement, be sure that a lease is the best option for your department (as opposed to a purchase). Leases are administratively labor intensive . Due to multiple payments in a contract that lasts for several years, you may be frequently editing the PO to renew, add money, make chartstring changes, etc. There will be a large number of invoices requiring review and associated reviews and approvals of vouchers, with requisite record-keeping over the years of the lease. Should you decide to purchase equipment instead of leasing, complete a requisition in the BFS and a campus buyer will issue a PO that would involve a one-time payment and one invoice.
When creating a lease PO and/or a maintenance PO(blanket PO for copy charges and equipment service) the PO must be renewable for the life of the lease term (or anticipated life of the maintenance service contract) through line items representing each year of the contract. Multiple line items representing each year of the contract is the only practice that will keep your P.O. from closing after it runs out of the money you’ve allocated for payments, typically a year’s worth at a time. The first line item is for the current year and fully funded for all anticipated payments. Each subsequent line item represents each subsequent year’s payments and should be funded with $1.00, to be increased to the full amount at the time of “renewal”. The due dates on the line items should be the last day of that Fiscal year, if using Fiscal Year as your annual encumbrance parameter.
If you decide to lease, best practice is to issue your own PO for the lease at a set payment amount (not including tax because the BFS will tax the line item automatically) and another PO for the copy charges (at an estimated amount including tax, with the line marked as non-taxable so that the BFS doesn't automatically tax the estimate). Not as preferable and potentially more confusing is one PO including both charges, in which case you would need to include your estimated copy charges dollar amount for the year with the year’s lease payment dollar amount as the total dollar amount on the line item (which would then be taxed automatically by the BFS).
Always indicate on your lease PO:
- the equipment model
- monthly payment amount
- total term of the lease with beginning and end date
- UC Strategic Sourcing agreement number
For a maintenance PO (when separate) include:
- per copy charge
- total estimated annual copy volume
- total term (coinciding with lease term's beginning and end date)
- UC Strategic Sourcing agreement number