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Procurement Services
Peggy Wallace
(406) 994-3211
peggy.wallace1@montana.edu


 Contents

I want to purchase

I want to lease

Trading-ins, Transfers, Disposals and E-Scrap

Copier Maintenance Agreements


Purchasing a Copier / MFD

Preferred Program – Kyocera / 360 Office Solutions

Through collaboration with the State Print & Mail division, we are excited to be able to offer MSU departments this new copier / MFD solution.  This competitively bid contract offers highly discounted pricing on purchases, leases, and service rates.  In addition they have a variety of different units that can be customized to meet your needs.  Please refer to the catalog found here: Kyocera Catalog and contact Ryan Betcher with State Print and Mail: 406-444-1833. rbetcher@mt.gov to place your order and/or receive more information.  Copiers purchased from the preferred program just need a Copier Agreement completed not a DPO.

Another feature of this contract will include audits on current usages per MFD, providing valuable information on the possibility of reducing a department’s environmental footprint (less equipment) while lowering their print costs.

If you find that your needs cannot be met by the Kyocera / 360 Office Solutions program, the following vendors are also under contract. You can contact them directly to purchase with no additional bidding requirements:

Canon, Ricoh

Stuart Hornung
shornung@jhoe.com
J&H Office Equipment
203 Haggerty Lane
Bozeman, MT 59715                               
Office: 586-3103
Direct: 522-4066

Konica Minolta
Don Henson 
dhenson@dbminc.com
Davis Business Machines
Work: 406-587-0073
Cell: 406-539-1887

Xerox
Candace Wittich
cwxerox@montana.com
Mountain West Office Solutions
602 West Ferguson, Suite 4
Bozeman, MT 59718
Phone: (406) 585-8480

Remember to reference Contract: NASPO VALUEPOINT #3091 on your BPA or P-Card report.

Leasing a Copier

Although you can still purchase directly from contracted vendors, if you choose to lease you MUST contact Procurement Services.  We will work with you to ensure best rates and make sure the UBS Accounting office has everything they need to properly record the lease.  To lease:

  1. First contact a contracted vendor below to select your equipment, then
  2. Contact Procurement Services at 994-3211 or purchase@montana.edu.  For information on what we will need click here: Copier leasing instructions

Preferred Program – Kyocera / 360 Office Solutions

Through collaboration with the State Print & Mail division, we are excited to be able to offer MSU departments this new copier / MFD solution.  This competitively bid contract offers highly discounted pricing on purchases, leases, and service rates.  In addition they have a variety of different units that can be customized to meet your needs.  Please refer to the catalog found here: Kyocera Catalog and contact Procurement Services at purchase@montana.edu or 406-994-3211to place your order and/or receive more information. Copiers leased off the preferred program will need a Copier Agreement completed and submitted to Procurement Services.

If you find that your needs cannot be met by the Kyocera / 360 Office Solutions program, the following vendors are also under contract. You can contact them directly to select equipment and gather required information.  Remember, you must contact Procurement Services before entering into any lease agreement.


Canon, Ricoh
Stuart Hornung
shornung@jhoe.com
J&H Office Equipment
203 Haggerty Lane
Bozeman, MT 59715                               
Office: 586-3103
Direct: 522-4066

Konica Minolta
Don Henson 
dhenson@dbminc.com
Davis Business Machines
Work: 406-587-0073
Cell: 406-539-1887

Xerox
Candace Wittich
cwxerox@montana.com
Mountain West Office Solutions
602 West Ferguson, Suite 4
Bozeman, MT 59718
Phone: (406) 585-8480

Remember to reference Contract: NASPO VALUEPOINT #3091 on your BPA or P-Card report.

Please provide Procurement Services with the following information before entering into a contract with the vendor:

1.  Signed Vendor Quote and/or Lease Agreement with all of the following information:

a. Term/length of lease
b. Monthly lease payment amount
c. Quote for the Cash Purchase Price of copier (to show asset value alone, excluding any interest)
d. Who has the title/owns the copier at the end of the lease? Is there a buyout option and if so, at what dollar amount/value?
e. Interest Rate the vendor is using to compute the monthly lease payment (sometimes they will not give you this rate—if not, be sure all other items above are available!)

2. The following information:

a. Departmental Bill to Address
b. Physical Ship to Address for Copier
c. Departmental Contact Person
d. Start and end date of lease
e. Desired delivery date

3.The Index you will be paying the lease from

a. If not using general operating funds, an Intercap Loan may be possible for an outright purchase. This financing option would result in ownership of the copier, and likely a lower interest expense.
b. If you would like to learn about Intercap loan options, please notify Procurement Services —we will get you in touch with the person on UBS who handles borrowings.

Procurement Services will

  • Contact the vendor for any missing information
  • Contact the leasing company for a quote
  • Draft the DPO(s) and send a copy  to you for review
  • Provide a copy to the University Business Services
  • Attach the vendor’s quote to the signed DPO and provide the fully executed DPO to the vendor(s).

University Business Services will

  • Provide Intercap Loan financing options to you, if desired
  • Generate a lease payback amortization schedule showing principal and interest amounts for the monthly payments
  • Provide you with the amortization schedule so that you can correctly code the principal and interest breakdown on your BPAs

Your department will be responsible for:

  • Reviewing the DPO after Procurement Services has drafted it.
  • Assigning a DPO number and signing the DPO.
  • Returning signed copy of DPO to Procurement
  • Using Amortization schedule to correctly code principal and interest breakdown on your BPAs and/or in p-card system

Trade-Ins, Transfers, Disposals, & E-Scrap

Department will need to complete a PARR form for Property Management for the copier you are getting rid of. 

Trade-Ins:                     

  • For Serviceable machines, check the ‘other’ box on the PARR form.  Complete trade-in information.
  • Send a copy of Invoice showing the transfer credit to Kenny Baese for deletion of asset
  • Make note of transfer on new purchase paperwork (BPA or P-card).  Invoice should show transfer credit

Transfers:

  • Department getting rid of item completes the PARR form
  • Property Management will make the org change to the asset in the system

Disposals: 

  • For an old machine that is no longer serviceable, check the "Dispose of as junk" box on the PARR form
  • If you want the vender to haul it off, include a note at the bottom saying that the vendor will be hauling it off.
  • Property Management will also need a copy of an invoice or receipt from the vender saying that they took the old copier away as proof that it's gone.

If you give the copier to the vendor for disposal or trade-in, you need to make sure that it doesn't have a hard drive in it that could potentially contain sensitive data. If you aren't sure, you should contact Shay Halverson with E-Scrap at 994-5678 or shalverson@montana.edu and she can double check.

Copier Maintenance Agreements

All vendor agreements should be reviewed by Procurement Services before they are signed, regardless of the dollar amount.  This includes copier maintenance agreements.  Please provide Procurement Services a copy of the maintenance agreement for review prior to entering any agreements.  Often, vendor agreements contain terms that the University is prohibited from agreeing to by Montana state law. 

Any agreement signed without Procurement’s approval is an unauthorized contract and is subject to cancellation.

Other Requirements:

  • Do not sign vendor provided agreements without Procurement Services review.
  • Remember to clearly reference Contract# on your BPA or P-Card report.

Reminder:  If not purchasing from a MSU or State contract normal procurement procedures must be followed: limited solicitation over $5,000, formal bidding (handled by Procurement Services) over $25,000