Multifunctional Device Services                                       UPPS No. 05.03.20

Issue No. 5
Effective Date: 11/22/2013

Review: June 1 E3Y

                                                                       

 

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  Auxiliary Services 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 or fluid duplicators are not included.

 

02.02  Departments requesting machines should contact Auxiliary Services. Auxiliary Services will assist by reviewing the user department’s needs and budgets and 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 Auxiliary Services.

 

02.04  To realize cost savings by “right sizing” office printers, copiers, and scanners, departments will be encouraged to consider contracting with   Ricoh Business Services to obtain multifunctional printer/copier/fax/scan machines. These machines bill at a fixed rate for a fixed number of copies per month. Additional copies bill at a rate of .0078. Overages bill on an annual basis. Departments will procure paper through a historically underutilized business (HUB) vendor, with purchase and delivery through Auxiliary Services.

 

03.       PROCEDURE FOR VENDORS PROVIDING QUICK COPY MACHINES

 

03.01  Typically, a vendor will provide quick copy machines through a Photocopy Vending Services Contract. The contracts are available in Auxiliary Services. The machines are classified into three general categories.

 

a.   Coin operated 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.

 

03.02  A source other than the one identified on Photocopy Vending Services Contract may provide quick copy machines on an exception basis.  Exceptions are considered by reviewing the impact of the request on overall operations. Lower than contracted cost does not necessarily justify an exception. 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.

 

03.03 All new and existing quick copy machines and other multifunction devices must meet established security requirements for protecting university information.

 

04.       RESPONSIBILITIES

 

04.01  Auxiliary Services. 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. This will include maintenance and service as well as parameters for a refund bank located at the library and Auxiliary Services.

 

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

 

Information Security Officer                       June 1 E3Y

                                                                       

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