Digital Copier Service

GENERAL INFORMATION

A unique service program designed for self service or walk up copying. It is designed for agencies that want to create a “hassle free” self service copying environment in their office. Included with the service is a copier that meets the agencies long term requirements and specifications, as well as, full service maintenance through the manufacturer or its local representative. All copier consumables (paper, toner, developer, etc.) can be ordered directly through the Digital Copier Services program. The cost of the service is based on the copier selected and the number of copies produced each month.
Presently, over 1,000 copiers are in use throughout the state through this service. The principle advantages of the program are: all costs are:

All costs are paid from the operating budget.	Reduced copying costs.
A reliable copier to meet present and future needs.	Excellent service.
Scheduled copier replacement.	Improved staff morale.
No more paper work for establishing maintenance contracts.

 

OBTAINING THE SERVICE
Shortly after contact by the requesting agency, a representative from the Digital Copier Services program can arrange for trials, or demonstrations, of copiers that most closely meet the agency’s needs in terms of features, controls and functions. The trial can be conducted in the copier representative’s sales office and/or on site for several days.
If the proposed service is acceptable, the Digital Copier Services program will purchase and install the equipment, provide the required supplies and train the staff. A representative of the program will provide continued support when delivering supplies and obtaining monthly meter readings.

COST OF THE SERVICE
Agencies are billed on a monthly basis through an interdepartmental transfer. The formula utilized for billing is as follows:

Copier Depreciation + Maintenance + Supply Expenses
Number of Copies

An administrative fee of $0.004 per copy is added and the result is the cost per copy for the month. The agency is billed only for the copies that are made, there are no prepaid costs.
The printer depreciation expense is based on the anticipated life of the copier (typically 5 years) and is computed as a straight line monthly expense. For example, if the copier costs $9,000 and the economic life of the copier is five years, the monthly depreciation expense would be $150.00.
The maintenance expense is the actual charge from the provider for their service based on monthly usage.
The supply expense is based on the actual cost of supplies used.
The administrative fee is fixed and will not be increased during the life of the printer/copier.

To initiate the service contact Connie Houskeeper at 538-3096 or chouskeeper@utah.gov.
To order paper or supplies contact Tanja Akiyama at 538-9689 or takiyama@utah.gov