The following factors will be taken into account in determining whether needs may best be met by the service activity, shared equipment with other departments, or acquisition by the requesting department. The proposed acquisition must be appropriate to the need. Need is defined by monthly volume, number of copies per original, type of material to be duplicated, and special features such as collation, reduction, enlargement, and stapling. The University's policy is to obtain goods and services at the least total cost with adherence to specifications and in compliance with Federal and State procurement practices. Equipment to be used for an extended period of time is normally purchased.
Total cost is determined by the sum of the costs over the useful life of the equipment.
The recoverable costs for the department authorized to recharge will consist only of those for maintenance and supplies. The designated service activity may also recover depreciation and any operator and billing costs. Carefully defines need in terms of volume and nature of materials to be produced, overall efficiency of operations, and financial, space, and environment considerations. Directs special attention to effect of requested equipment on office workflow and staffing. Investigates opportunities of shared use.