Selecting a new copier is different than it used to be. When copiers just made copies of paper documents, there were few variables to take into consideration. Today, with network printing, faxing, scanning, and other capabilities encompassed in one device (now called the multifunctional device by manufacturers), the decision is much more complex and can be intimidating.
Aside from comparing the many features and capabilities from one manufacturer to another, you also have to evaluate options for acquiring the machine. The following provides some insight to help with your decision. As you will see, the Copier Program has many advantages, but there are still advantages to purchasing a machine. Ultimately, you must decide which option best serves your needs.
Capital Investments
Copier Program
There are no capital investments with the Copier Program. Payments are made on a monthly basis and are based on a cost per copy multiplied by the actual volume or minimum volume (whichever is higher).
Purchasing or Leasing
Purchasing requires a capital investment of the amount of the machine. Leasing will result in a monthly payment based on the cost of the machine, the term (or number of years), and the finance rate.
Price Escalation
Copier Program
The price you are quoted includes the machine, service, and supplies (not including paper) and remains fixed for five years unless you reach the lifetime volume commitment sooner. The cost per copy will be reduced by 20 percent if the lifetime volume commitment is reached before the end of the five-year term.
Purchasing or Leasing
The prices quoted for purchases or leases are in two parts. There is a cost to purchase or lease the machine and a monthly cost for service. Service costs often escalate annually and sometimes without warning. Some vendors also have term commitments for their maintenance contracts and will charge cancellation fees if the maintenance contract is canceled prior to the end of the term. Make sure to ask about escalating prices and cancellation charges. A proposal to purchase may look more attractive at first but could be more expensive if these hidden costs aren’t factored into the decision.
Upgrading or Downgrading
Copier Program
A model is selected based on the best fit at the time the decision is made. However, situations change and can result in the need for a bigger or smaller machine. If you have a Copier Program machine and your needs change, it can be exchanged for a bigger or smaller machine without penalty.
Purchasing or Leasing
Once you purchase a machine from a vendor, there is typically no option to upgrade or downgrade. They may consider taking it on trade, but this option results in significant financial disadvantages.
Administrative Burden
Copier Program
There is minimal administrative burden when obtaining a copier through the Copier Program. Once a model is selected, the order can be placed through the program Web site. No purchase order is necessary. The machine will be delivered and installed, and training will be scheduled. Printing Services handles all invoices and pays the vendor. The department simply sees a charge on its fund ledger and can access the billing history through the Web site as support for the charges on the ledger.
Purchasing or Leasing
When purchasing or leasing a machine, the department assumes all of the administrative burden. A requisition must be completed and, if over $5,000, competitive bids may need to be solicited from other vendors. Once acquired, the department will receive all invoices, 12 per year if the machine is purchased or 24 if the machine is leased. This also increases the administrative burden for the university as well.
Problem Resolution
Copier Program
Printing Services manages the Copier Program and takes responsibility for managing the performance of the vendor. If problems aren’t getting resolved to the satisfaction of the department, Printing Services will work with the vendor to resolve the problem.
Purchasing or Leasing
When purchasing or leasing a machine, the department assumes the responsibility for resolving problems with the performance of a machine. MSU Purchasing also can be called on to assist when needed.