[Purchasing] [Purchasing Manual] Copiers (Rentals)

Copier Rental Agreements (On State Contract)

Contract rental agreements are generally for 36 months. In most state copier contracts, a 10% monthly rate discount applies if the contract is renewed after the initial 36 months. Renewals are for one year at a time and are renewable for as long as both parties agree to continue. A written quote is required and the state contract number should be noted and signed by the sales rep. There is no agreement or contract document to sign as there is already a contract in place. The purchase order IS the contract in this situation and the contract number is entered in header page 1.

Copier Rental Agreements (Not on State Contract)

aka—Promotional Offers from vendors for machines not on state contract, promotional or better price than state contract, etc… will require the signing of an agreement. Please be aware that if you do not have delegation of authority you should not sign any agreements for the University. Since, in this case, you are not working with a state contract, you will need to secure two quotes unless the total of the rental (over the life of the agreement) is under $5000. In addition, if the rental is for more than 1 year (the current fiscal year), you must secure approval from the Administrative Affairs Office as this agreement involves obligating future fiscal funding. (This step is not needed with state contract rentals because there is a “funding out” clause included in those contracts.) After you have the approval and the quotes, enter the purchase order, referencing in the memo that the quotes, approval, and agreement are forthcoming to Business Services.

Copier Rentals in General

Please be sure to keep track of your copier rentals so you have time to investigate and decide at the end of your agreement period if you wish to renew or if there is a “better deal” out there for your department. Also, if you are eligible to receive the 10% discount, adjust your purchase order when you renew and reference the discount in the body of your purchase order. When working with rentals and other continuing types of service, it is always a good idea to duplicate the purchase order from the previous year. You can then adjust the dates and make other changes on the current PO. This creates a documentation path that is helpful for backtracking to find original documents, quotes, etc…

If you have questions on the above or any of the purchasing policies and procedures, please do not hesitate to call 320-308-3136.