This bulletin is to advise the community of a change to the current photocopier program and to ensure everyone affected takes the actions required in support of the new University Photocopier Program.
Background
To reduce administrative costs associated with procurement York has been participating in the Vendor of Record “VOR” arrangement for multi-function devices through the Ministry of Government and Consumer Services “MGCS” for the past five (5) years. That contract, which has now expired, offered two vendors of record, Compugen Inc. in partnership with Xerox Canada, and Ricoh Canada Inc. Departments were provided with their choice and 67% of departments selected Ricoh Canada.
New Photocopier Program
The MGCS has recently renewed its contract and has awarded it solely to Ricoh Canada. After extensive analysis of the new MGCS agreement and comparing the offerings to other collaborative agency agreements, Procurement Services has recommended the selection of the new agreement which was awarded to Ricoh Canada Inc. The Board Finance & Audit Committee and the Board of Governors have recently approved “Ricoh” as the University’s Vendor of Record for photocopiers. The new agreement will deliver quality products and services at significantly more advantageous pricing. In addition, this new program allows York an opportunity to meet sustainability objectives, as well as enhanced ordering and payment processes that will reduce the administrative burden associated with service and maintenance calls.
The majority of the current Multi-Functional Device (MFD) photocopier fleet at York is already provided by Ricoh. The pricing for new equipment is exceptionally priced under this new agreement and as the current rental contracts expire and department/units replace their existing units, they will be positioned to realize immediate savings on all new equipment. As contracts expire for current users of Xerox, your equipment is eligible for replacement and a Ricoh rep will work with you to identify the most appropriate equipment and provide training to ensure a smooth transition process. Any existing copier rental agreement(s) within your department/unit will remain in effect until the expiry of the rental term. Upon expiry, your equipment will be replaced by new equipment offered by Ricoh. Photocopier renewals with vendors other than Ricoh will not be permitted.
Implementation Details
Effective December 8, 2015, a new selection of rental copiers is available from Ricoh.
Details of the new photocopier VOR program is available on the Procurement Services website, including:
- Ricoh and Procurement Services contact information
- Multi-Function Device models available on the new agreement
- Order forms and detailed ordering information
We appreciate that this change could impact on the normal operation of your unit and we ask your continued cooperation as the University undertakes every effort to maximize opportunities to save costs while maintaining levels of service and products that meet its operational requirements.
Please contact Carolyn Fasick, Procurement Specialist at cfasick@yorku.ca or ext: 44626 should you have any questions.