Why an Office Copier Program?

The digital multi-function devices currently being installed are the product of OSU's second generation of the cost-per-copy contract. These devices copy, print and scan. Many of them can provide your department with FAX services too, by adding an optional FAX board(not available in all models).

All are fully digital, meaning every image is scanned electronically and printed as an original copy. They come network-ready to function as your office laser printer -- at a lower cost than most laser printers but with faster print speeds and many more finishing features.

In short, one device providing a variety of functions, improving office productivity while reducing costs.

But why the cost-per-copy approach?

Prior to the initial agreement five years ago, there were a myriad of ways for OSU departments to acquire copiers. They could be purchased, leased or rented. They could be acquired from an OSU vendor agreement with any number of different vendors, or via State of Oregon, State of Washington and other vendor contracts and agreements. Some were an outright purchase with a separate service agreement, some a single payment each month, some included service and supplies, some included service only with supplies being a separate purchase. Often the same machine could be found in several places on campus under several different plans.

Managing these became a nightmare for OSU and the vendors alike, and there were no standardized costs or features. Worse yet, costs were all over the board and it became difficult to track what was included or where. The cost-per-copy approach solved these problems. By pooling all the copiers on campus, we were able to use OSU's combined buying power for lower costs. This program eliminates the need to invest budget dollars in equipment. By pooling the campus volumes, the cost-per-copy approach also eliminated individual monthly minimum charges, users pay for only the copies they make. We were able to pull together a standardized set of features so every department, regardless of their budget and copy/print volume, could benefit equally.

Big Changes With the New Cost-Per-Copy Contract

1. All devices are digital. Under the previous contracts, most devices were older analog machines. Digital units do more, print at higher quality, but use fewer parts and typically require less service.
2. All devices come from a single vendor. Under the previous contracts, machines would come from either Xerox or IKON, resulting in two different copy charges. This contract consolidates all the machine placements with IKON, whose response to the RFP offered OSU the highest level of service at the lowest cost.
3. There are 5 different models. Under the previous contracts, a variety of models were installed, many were the same or similar, but later placements became a matter of what the vendor was able to offer for the contracted price. The new contract places machines strategically, according to volume needs. This strategy helps keep costs low for everyone and helps insure supplies and parts are available as needed.
4. OSU has flexibility. Under the previous contracts, machines placed at OSU were here for the duration of the contract. Under the new agreement, machines can be moved, exchanged and added as needs change.
5. OSU updates office technology. Every office needs a copier, a printer, FAX and scanner these days. The multi-function devices being installed combine these into a single unit. Users need one device, one phone number for service, one set of supplies. What's more, the cost is usually less than buying these separately. OSU departments save space, save the investment in a multitude of devices, save time as these are faster and offer more features. The cost-per-copy program benefits everyone. Every department can afford a copier, every department benefits from the latest in office technologies. Monthly charges can be easily tracked and billings easily reconciled. It's the best program for OSU's office copier/printer needs.