How To Purchase a Dedicated Copier

Update 12/15/04

ITA offices interested in purchasing a copier should assess the office copy needs using the following guidelines: proximity to the nearest copier(s) in the requesting office's program unit, office workload, average monthly volume, manufacturer recommended volume, age of existing equipment (approximate life cycle), performance record, and replacement of existing equipment due to lease expiration.

1. Evaluate and prepare a cost benefit analysis using 3 manufacturers that offer similar or like products which meet the guidelines listed above, e.g. Xerox, Kodak, Canon (Sample attached).

• Equipment selection should be based on price, office's average monthly volume, and a 5% productivity volume increase projected for the upcoming fiscal year.
• Annual maintenance cost will be funded by ITA centrally for the life of the equipment, if the requesting office elects to purchase equipment recommended by the ITA copy contact.
• Offices that select equipment exceeding their projected monthly volume allowance (actual plus 5% productivity increase) are required to fund the annual maintenance from their office appropriation for the duration of the product's life cycle.
  

2. Prepare a CD-435, "Procurement Request". Include the trade-in allowance on the CD-435 along with the purchase price, and submit to OOMS for approval.

3. Prepare a justification memo from the office director to the copier manager justifying the need for a new copier.

4. Prepare a CD-50, "Personal Property Control" if the vendor offers a trade-in discount for existing copier equipment. (Sample attached).

• Send the completed CD-50 to the office Property Custodian.
• Bar code new equipment within 10 days of receipt and ensure the office Property Custodian has the "Property Copy" of the purchase order.

6. Notify the ITA Copier Manager at 202-482-4989 of the:

• Delivery/install date and free warranty period.
• Serial, make and model numbers.
• Unit contact's name and phone number for meter readings.
• Warranty period. (e.g. 10/1/04 - 12/31/04)

For additional information contact: Robin Carpenter at 202-482-4989 or e-mail robin_carpenter@ita.doc.gov.

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