New University Copier Contract
Date: January 23, 2009
To: Campus Community
From: Gerry Bomotti, Senior Vice President for Finance and Business
William Boldt, Vice President for University Advancement
Subject: New University Copier/MFD Contract
For the past several months, the university has been involved in a thorough, complex, and
diligent process of issuing and evaluating a request for proposal for campus copier
multifunctional devices to serve the UNLV community. We appreciate your patience
during this process. It appears the time and effort invested will result in a contract that
will bring substantial savings to the university – approximately $4 million over the fiveyear term.
The selected vendor providing copier multifunctional devices under this new
contract, pending final negotiations, is Xerox Corporation. Although Xerox is the current
vendor for campus copier program, this new contract and its pricing are very different.
This new contract affects every department on campus and provides several advantages
and cost savings from past copier contracts and practices. While every department has
different copying needs and history, most will see a savings in their copying costs,
depending on the type of equipment they select and the number of copies they make each
month.
Here are some of the highlights of the new contract:
*This is a five-year contract featuring cost-per-copy with a base charge pricing.
*Pricing is based on volume bands so that departments can right size their
equipment to their historical volume with appropriate speed and options to
save money.
*Copy charges will be based on actual copies made, not averaged.
*Equipment can be purchased outright, with a maintenance plan, through this
contract.
*Two Xerox associates are housed on campus for immediate on-site service
response.
*On-site supply and parts storage are available for immediate response.
*A customized website allows departments to order equipment, supplies, and
service.
*Equipment will have two networking options: hardwired or wireless.
*Invoice payment will continue to be handled by the University Copier Program
office – no paperwork for you.
The implementation of a campuswide contract is a large undertaking and important
responsibility that extends to all departments. Over the next two weeks, a University
Copier Program and Xerox representative will be meeting with departments that are
currently on the UCP/Xerox contract to coordinate installation of new equipment orders
and have old equipment removed. Unit decision makers with budget authority need to be
available to meet with these representatives regarding their copier needs. Please be
patient during this transition.
Thank you.
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