|
Financial
Affairs >>
Purchasing & Contracts >>
Vendor Info >> Commodity
Categories >> Xerox Copiers
>> Xerox - FAQ's
| Xerox
Copier Agreement - FAQ's |
 |
- What
is the covered under the agreement with Xerox?
This is a lease agreement for all copiers, the highlights
include:
- New equipment will be installed
- 36 - 60 month term; fixed pricing
- Pricing for each copier includes the
lease, maintenance and supplies (excluding staples and paper)
- No taxes included
- Buyout option at the end of the term
is Fair Market Value
- Total Satisfaction Guarantee; Free replacement
- Overage charges are billed every twelve
months in the month after the anniversary date of the installation
of the copier
- Four-hour service response times during
regular business hours
- 24 hours a day, seven days a week customer
service available
- What
is included in the monthly payment?
The lease payment, maintenance and all supplies excluding
paper and staples.
- How
do I select a copier?
Gilda Farrish
is the Xerox Account Manager for Georgetown University. She will help
you select the Xerox copier that will fit your department's needs
and budget. She can be reached by cell phone at (443)-864-9461, by
voice mail at (410)-583-5010, or by email.
The University contacts are Geneva Thorne (687-2507), Manager Purchasing & Contracts, and Elizabeth
Goodloe-Vaughn (687-2507), Sr. Agent, Purchasing & Contracts.
- Which
models are available?
| Product |
| WCP412 |
| WCP416 |
| DC420 |
| DC425 |
| DC432 |
| CC545 or WCP545 |
| CC555 or WCP555 |
| CC470 or WCP470 |
| CC480 or WCP480 |
| CC490 or WCP490 |
To learn more about a Xerox product visit their
web site at www.xerox.com
- How
do I place an order for a copier?
The University Procurement Department has created
an Express Purchase Order form that can be routed by e-mail or fax to departments
for their approvals. The information needed by the Procurement Department
includes:
- Department name,
- Department contact and extension,
- Location of copier (building and room),
- Cost Center Number to be charged, and
- Xerox Product Number.
This form will be given to you by our
Xerox Representative.
- What
are the terms of this lease?
The Purchase Order will include the following information
and terms:
One Xerox copier model [Model]. Leasing
term 36 months at $[Monthly rent] per month. Monthly lease price
includes lease payment, maintenance and supplies (excluding paper and staples)
for [Number of copies] copies per month. Copies will be reconciled
annually on the anniversary of in service date. Overage is $0.[Overage
charge] per copy. Charges for any overage will be included as an additional
charge.
The terms and conditions of the Major Account Contract
(071462301) dated May 9, 2001 between Xerox Corporation and Georgetown
University and the Standard Xerox Basic Order Agreement Form Number
5186O,10-1-97 govern this purchase order.
- How will departments
be charged for this lease?
When the Procurement Department places a purchase order
with Xerox, it will supply the department cost center and account
number (72611) to charge. The monthly lease charge and annual copier
overage charge will be processed in the University Accounts Payable
Department on a consolidated invoice. The charges will appear
in your CSR as a journal entry.
- Whom do I call with billing
questions?
Contact Randy
Doster in the Consolidated Billing Department at (202) 687-8384
and he will work directly with a billing representative who is fully
dedicated to the Georgetown University account.
-
Whom do I contact when I need service or supplies?
For Service:
All copiers ordered under this agreement will
be covered by Xerox's Enhanced Services Plan. This plan includes guaranteed
four-hour response time during standard work hours, which are, Monday through
Friday, excluding Xerox recognized holidays, during the hours 8:00 a.m.
to 5:00 p.m. EST. If a department requires service outside of Xerox's standard
working hours, it will be charged the after hours flat service charge.
To request service, call 1-800 822-2979 (24-hour per day, seven
days a week). Within thirty minutes of reporting the problem to Xerox customer
service, during standard Xerox working hours, you will receive a call back
from a technician who will try to solve the problem over the telephone.
If a visit is required, they will provide an estimated time of arrival.
Xerox will maintain on campus, an inventory of
most parts that are needed to repair a machine; this should increase the
time your copier is available.
For Supplies:
At beginning of each month, Xerox will deliver
supplies (toner, developer or fuser ) to your office based on projected
needs. If you need additional supplies, call 1-800 599-2198 for
next day delivery.
For Staples:
To order staples, call 1-800 822-2200. This will
be separately charged to your cost center and included in the monthly
consolidated invoice.
- What are the penalties
if Xerox misses the four-hour service time?
It is Xerox's intention to provide a level of response time
by product segment, that will ensure maximum availability for all
products and ensure Georgetown's complete satisfaction. However, Xerox
will credit the department $50 for each incident of non-compliance
under the Enhanced Services Plan provision contain in the Major Account
Contract between Georgetown and Xerox.
- Can
we schedule preventive maintenance for a mutually convenient time?
Yes, however, Xerox will preform "total maintenance" at
each service call. A department that has seasonal high volume can
arrange to have service before its busy period.
- What is "total
maintenance"?
"Total maintenance" includes complete maintenance inspection
and repair or replacement of parts, at service calls during Xerox's
standard working hours. Outside of these hours the charge will be
for labor only.
- Will
each department have the flexibility to determine the options
they require on the leased equipment?
Yes, each machine is available with a standard
configuration which can be adjusted to meet each department's requirements.
Modifications to the standard configuration may result in a change
to the lease rate (your Xerox representative, Gilda
Farrish can provide more information about this).
- If
this agreement costs more than our current costs, will the department
budget be "subsidized" for the difference?
The University has negotiated this agreement
based on a cost per copy. From a University perspective, the key to
the success of this program is to get the right size machine in a
department.
- What
do I do if I over- or under- estimate my annual volume and a different
Xerox model would be a better fit?
A department can change machines if they decide
that they have the wrong Xerox model copier. To do this, the Xerox
Account Manager, Gilda Farrish,
will calculate the principle balance due on the original copier and
factor this amount into the monthly rental of the replacement copier.
The term of the lease continues from the date in service of the original
copier.
- What options do I have available
if I have an existing copier
lease from Xerox or with another lessor?
On a case-by-case basis, the Procurement Office
will do an analysis of the current lease. With non-Xerox equipment,
the price to do an early termination will be paid by Xerox and factored
into the lease payment for new equipment. With Xerox equipment, the
principle balance remaining will be factored into the new equipment
lease rate.
- Will
copy counts be reconciled on a semiannual or annual basis?
The reconciliation of copies will be done annually
on the anniversary of the date the copier was placed in service. The
monthly copy allowance will be annualized and compared to your actual
usage. Your department will be billed at the contract overage rate
per page for the number of copies exceeding the annualized allowance.
The charge will be included in the centralized bill and be charge
to your cost center in the month following the reconciliation date.
- If
a department opts for an over capacity machine, for example to
get a sturdier model, how will their selection be charged?
The department's monthly rate will be based on the schedule
of equipment prices included with the agreement. However, the key
to realizing financial benefits to the University, is to place the
right size equipment in a department.
- Will
there be a trade-in value for existing machines? Will Xerox accept
trade-ins of other brands of copiers?
Xerox will not provide a trade-in allowance.
They will provide assistance in terminating current leasing arrangements
with other vendors.
- What
do I do with a Georgetown owned copier that I replace with a new
Xerox model?
Notify Kristen Casey at (202) 687-1497 in the
Property Accounting Department so that the copier can be removed from
the University records. She will need the Georgetown University bar
code tag number. Contact Jon Miller, Recycling Manager in the Division
of Facilities, at (202) 687-2033, who may be able to arrange for the
disposition of the copier.
|
