You may purchase copiers or multi-function printers (MFP) through our university preferred suppliers with state contracts.
UB purchases from the following manufacturers who are on state contract:
Complete a needs assessment questionnaire to help determine what type of machine will best fit your needs. Purchasing will obtain a price quote and prepare a cost analysis to show your total cost of ownership. We will make a recommendation based on best value and will collaborate with you to identify the best match while complying with our purchasing regulations.
After you receive your new copier, also known as an MFP, the supplier will provide you with a service agreement. The service agreement covers all labor, service calls, parts and toner. Staples and paper are not included in the agreement. Billing is based on your actual usage, the cost per copy and is billed quarterly in arrears. To pay the bills, you will create a standing order, attach the service agreement and send it the Purchasing department for processing. The standing order will cover a period of one fiscal year from July 1 to June 30.
You must create a new standing order for each fiscal year for service agreement renewals. The supplier will send you the renewal paperwork.
Your old machine will be recycled with our contracted recycler who will remove, wipe clean and shred the hard drive. Complete and submit the Disposal of Equipment Form so that University Facilities will pick up your old machine.
To cancel a service agreement on a copier/MFP, print the machine’s configuration page that shows the page count and serial number. Email the page to Julie Lewek with your current blanket order purchase order number. Julie will notify the supplier to cancel service on the machine and to have the final service invoice sent to UB’s Accounts Payable for final payment and to close the purchase order.
When in doubt, find out! Consult with our purchasing agents for advice.
All procurement activity is subject to periodic audit to monitor compliance with policies and procedures.