OP-H-3   REQUISITIONING COPIER-DUPLICATOR EQUIPMENT AND SERVICES

SPECIFIC AUTHORITY
Requisitioning Commodities and Contractual Services that include Commodities from Sources Outside the University (OP B-2-1.1)

OBJECTIVE
To specify the methods, responsibilities and rationale in securing copier-duplicator equipment and services by University departments.

OVERVIEW
The State of Florida Department of Management Services requires the University to monitor and evaluate all requests for copying equipment. The FSU Campus Services Manager located in Business Services has been designated as the individual responsible for such review at Florida State University.

A. METHOD OF SECURING COPIER-DUPLICATOR EQUIPMENT
Requests for copier-duplicator equipment must be submitted to and evaluated by the Campus Services Manager in Campus Services. The request should be submitted on a General Requisition Form, prepared in accordance with instruction provided, together with an Equipment Justification Form. Note, this form has three sections but it is only necessary to complete the section that applies to your particular type of transaction. The type of machine desired (if known) should be described and the specifications which must be met on a continuing basis to provide the service necessary for the department should be included. The Campus Services Manager will evaluate the request on the basis of need and feasibility, as well as the suitability of the type of equipment specified. If the Campus Services Manager approves the transaction, Campus Services will forward the requisition with attachments to the Purchasing Department for processing in accordance with normal purchasing procedures.

B. RATIONALE
The rationale underlying the lease or purchase of copier-duplicator equipment on Florida State University campus is based on the least overall cost to the University. Factors considered in evaluating departmental requests include specifications required, statistical data on prior or proposed usage, and proximity to existing copiers. Whenever possible, it will be the policy of Campus Services to consolidate and combine equipment consistent with industry standards to reduce costs and provide an appropriate level of service to adequately meet the needs of the University community.

C. METHOD OF SECURING COPIER-DUPLICATOR SERVICES
Copier-Duplicator services should be requested on an Interdepartmental Requisition form that is sent to the Central Copy Program Section of the Campus Services Main Plant located at 609 West St. Augustine Street. The requesting department will be contacted by Campus Services personnel who will explain the services available, schedule delivery and the charges for services selected.