PURPOSE
This directive's purpose
is to eliminate unnecessary duplication of high-speed copiers in state
government. Copiers falling into the category of high-speed duplicators
have very limited application and are expensive to own and operate.
This directive addresses the acquisition of these devices in accordance
with sections 125.31 and 125.45 of the Ohio Revised Code.
GENERAL
Convenience Copiers
1. The authority for selection
and acquisition of all convenience copiers resides with each state
agency.
2. A convenience copier
is any reprographic device that produces fewer than 85 copies per
minute (cpm).
3. The Department of Administrative
Services does not require volume histories, planning horizons, multiple
price quotes, lowest cost selection, inventory data, justification
or specification letters.
4. Agencies are encouraged
to make conservative selections, seek pricing from multiple sources
and use State Term Schedules for procurement.
5. It is estimated that
99 percent of all copier acquisitions will fall into the convenience
category and will be completed without Administrative Services' involvement.
Duplicators
Xerographic devices producing
85 copies per minute (cpm) or more are considered duplicators and
not convenience copiers. To avoid expensive and unnecessary redundancy
in printing capacity, Administrative Services will remain involved
with the acquisition process for high speed (85 cpm and up) duplicators.
Full Color Copiers
The expensive nature of
color copiers mandates coordination and review of high-speed color
copier acquisitions on a statewide basis. Acquisitions of color copiers
producing 20 full color copies a minute or more will follow the same
process as the high-speed xerographic duplicators.
PROCEDURE
An agency that intends
to acquire or replace duplicator(s) is required to send a letter of
intent to the following address:
Office of State Printing
General Services Division
Department of Administrative Services
4200 Surface Road
Columbus, Ohio 43228-1395
The Office of State Printing
will work with the requesting agency and vendors as a consultant and
partner to ensure that all reasonable options are explored and the
best possible solutions are selected. The letter of intent should
originate during the conceptual stage and precede contact with vendors.
Attached is a form that
can be used by vendors to submit pricing quotes for any of the copier
acquisitions shown above. It is recommended that three solicitations
be obtained for each acquisition.
This directive supersedes
any previously issued directive or policy and will remain effective
until canceled or superseded.
AUTHORITY & REFERENCE
ORC 125.45