How to Buy a Photocopier

We are pleased to announce that the new University of California system-wide supplier alliance agreements for digital copiers have been completed and fully executed with Ricoh Business Solutions, Xerox Corporation and Canon Business Solutions.

As part of the UC Strategic Sourcing Initiative, a system-wide commodity team was formed to review how the University acquires digital copiers and to ensure that each campus’s specific requirements were included in the UC system-wide agreement. The team, which included representatives from all UC campuses, conducted an extensive analysis of the University’s current processes, costs, suppliers and requirements for digital copiers and services. This evaluation, which revealed the potential for significant cost savings, resulted in the issuance of a Request for Proposal (RFP). The team evaluated the bids that were received, using a “cost-per-quality” point methodology and selected Ricoh, Xerox and Canon because their proposals provided the highest quality products and services at the lowest cost.

In addition to projected cost savings of 32% or more, the alliances are intended to create high service standards and customer satisfaction. Among the features of the contracts with Ricoh, Xerox and Canon are the following:

• A full line of digital copiers (segments 1-5) with the most advanced features for networking, scanning, faxing and more.
• Minimum of 96% guaranteed uptime of copiers.
• Monetary penalties for non-compliance with UC service requirements.
• Flexibility to upgrade, downgrade or cancel digital copiers, as needs change (based on the pricing plan).
• Dedicated account management team, with 24-hour toll free help lines.
• Trade-in values for existing copiers.
• Replacement or removal of equipment if client is not 100% satisfied.

The commodity team also completed a thorough analysis of the various pricing plans provided by the 3 vendors. These supplier alliances offer purchase, lease, rental and “cost-per-copy” plans for digital copiers. Based on the team’s analysis, the most cost-effective plan for digital copiers will usually be to purchase.

For assistance with evaluating these contract programs, equipment and pricing, campus users are encouraged to contact the following representatives:

• Xerox Corporation Brian Murray at: (805) 297-9041 or bmurray@copierhqs.com
  
• Ricoh Business Solutions Eric Sheeler at: (805) 338-8533 or eric.sheeler@ricoh-usa.com
  
• Canon Business Solutions Will Cronk at: (805) 705-9125 or wcronk@solutions.canon.com
  

Additional information regarding the UC Systemwide Strategic Sourcing Agreements for
photocopiers may be obtained by contacting Chris Curless, UCSB Strategic Sourcing Specialist at: chris.curless@purc.ucsb.edu or Phone: 893-4638 or Fax: 893-8639

From time to time, special product shows may be scheduled by each of the 3 photocopier vendors in the University Center (UCen). Announcements will be made to the campus via
ListServ/D-List regarding the date, time(s) and location for these shows.

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