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Copy Services

The Copy Center, with the assistance of the Division of Purchases, is responsible for establishing contracts with vendors for copier machines statewide. The machines are available through the Copy Center to all state and non-state agencies (such as Maine Community Colleges, Boards, Judicial and Legislative Branches, etc.). Any political subdivision or school administrative district in the State of Maine may also participate in this contract by issuing its own purchase order.

Benefits for users

  • Centralized leasing, service contracts and materials purchases allow us to leverage the purchasing power of the larger group to negotiate better terms.
  • Overhead and administration are centrally provided
  • Fast turnaround for materials and service needs

Availability:

Monday – Friday 7:30 – 4:30

Service Components Included in the Base Price:

  • Customers are charged a base and a per copy charge per month according to their machine bracket. The rental includes maintenance, toner, staples and white recycled paper (keyed copiers only).

Options Available for Additional Charge:

  • See rate table for copier options

Rates charged:

Service Level Targets & Agreements:

The standard production published service level agreement can be viewed at the following link: Standard_SLA_CTS_Production Services. A formal SLA has not been developed specific to this service.

To learn more about this service or to order this service:

1. Paper  
Copy Center supplies paper only for keyed rates for keyed copiers, all non-keyed copiers have been reduced from $0.017 to $0.0085 per impression; click charge will no longer include the cost of the paper. 

As a result of this change, it is necessary for the Central Warehouse to modify the ordering process for paper. To fulfill paper orders, agencies must follow one of these options.

  1. Keyed machines require an order to be submitted directly to the Copy Center. The contact is Bill Drake who can be reached at 287-6384 or by email at Bill.Drake@maine.gov.
  2. If your agency currently receives delivery by Central Warehouse staff you are considered a local delivery and your order must be submitted through the Central Warehouse AdvantageME requisition process. If this is not possible, orders can be faxed to 287-3640 on the Central Warehouse Request for Supplies Form F-161.
  3. .   If you require delivery outside of our local area, you will continue to use the telephone menu option at 287-3641. The following information will be required:
    1. Agency name
    2. Delivery address
    3. Contact person
    4. Telephone number
    5. Account number (Fund, Agency, Unit and Sub unit)
    6. Central Warehouse stock # and quantity

Agencies are no longer required to provide the copier machine number for this option.

Any questions concerning this process can be directed to 287-3644

Below is the suggested paper that should be run through your copiers:

STOCK #: DESCRIPTION: REAM: CASE:

P-465

8 1/2"X11" Recycled White Express Pack

N/A

2500

P-466

8 1/2"X11" Recycled White

500

5000

P-471

8 1/2"X11" Recycled White 3-Hole Punch Express Pack

N/A

2500

P-472

8 1/2"X11" Recycled White 3-Hole Punch

500

5000

P-473

8 1/2"X14" Recycled White Legal Size

500

5000

P-478

11"X17" White Ledger Size

500

2500

2. Supplies
Toner and staples are items supplied by the vendor only, there is a 1- 800 number on the machine for you to call when placing orders (be careful of companies calling trying to sell you toner at bargain prices)

3. Service

Service of the photocopier can be placed by calling the 1-800 number on the machine, there is a four hour response time (if you have an unusual amount of service calls or problems with service, please contact Bill Drake/Bruce Trask at 287-6375).

How to Escalate Service Issues:

  • If the published SLA is not met, the issues can be escalated to the next priority level by any of the following methods:
    • Contact Copier Contracts Service Manager at 287-6375

Customers (users) responsibilities:

  • Approve/sign copier lease
  • Place orders for materials and service in a timely manner

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Page last modified: January 11, 2012