University Copier Program -- A Technical Overview

Summary

The current copier agreement will expire 6/30/07, and as a result, your current copier must be replaced before 6/30/07.  Xerox requires a 30-day removal notice, therefore the deadline for removal notification is 5/31/07.  Do not sign any agreements with vendors; all agreements and contracts will be for the begin date thru 6/30/2010 and will be signed and processed by Purchasing.

This site exists to give our customers basic technical assistance that can be incorporated into the decision-making process.

Timeline

1/9 and 1/10/07 - Copier Fair @ BSC Old Main Room

3/1/07 - First day new contracts can begin

5/31/07 - Deadline for notifying Printing Services of intention to remove existing Xerox copier from service

6/30/07 - Last day of the current Xerox contract

6/30/2010 - Last day of the new contract term

Contacts

Purchasing (related to this program) -- Robyn Schuline (8-5529) or Judy Johnson (8-7291)

Printing Services (related to this program) -- David Nelson (8-3773)

Systems Support (technical advise) -- Heather Slagell-Strong (8-5740) or Jessica Heiden (8-2452)

RK Dixon -- Paul Bronke (309-692-3300 or 800-553-0020)

Watts Copy -- Brent Schmalshof (217-529-6697)

Xerox -- Jennifer Cole (217-786-3506)

FAQ

  1. All devices available through the RFP are digital, multi-function devices, meaning they have the capability to copy, print, scan and/or fax.  Consider which functions beyond copying you wish to add to your new unit.  The addition of the other functions (laser printing, scanning and faxing) can reduce the need for the stand-alone units that we all have today
     
  2. Device consolidation is a goal of the industry (and endorsed by Systems Support) and worthy of consideration as you make your purchasing decision.  Some factors to consider:
  3. Our recommendations for striking a consolidation balance:
  4. If you add laser printing capabilities to your new device (and do not have that feature with your current Xerox), you will need to add a network port to that location -- $150 activation plus wiring to the site.  If you add faxing capabilities to the copier/printer (where none existed before), you will need to add an analog phone line.  This is also $150 plus wiring.  If you replace your existing fax machine, you can reroute the phone line from your old fax machine to the new copier/printer at no cost.
     
  5. If you are a heavy user of RightFax, Xerox is the only provider that natively integrates with RightFax.  The other two each provide stand-alone faxing capabilities
     
  6. All devices appear to support secure printing, which means you type in a few-digit PIN when you print and the print job stays inside the copier/printer until you release it by typing in the PIN at the copier/printer
     
  7. All devices appear to support department-based PIN printing, meaning each unit sharing the copier/printer can be billed for its own usage; each vendor does, however, differ on how they handle invoicing.  Ask questions of the vendor if you are interested in this.
     
  8. Some features, such as stapling, 3-hole punch, faxing, etc. are not necessarily included in the base model pricing.  Ask to ensure you get exactly the options you want
     
  9. Some devices allow an administrator to control who can print in color and make color copies, much as we offer with the Dell color printers
     
  10. If you plan to make extensive use of scan-to-network or scan-to-email, talk to vendors about bundled OCR software that will convert scanned pages into native, editable Word documents
     
  11. Each vendor offers varying options for consumable replacement.  Talk to each to ensure you are familiar with the details.

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