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308 Highway 54 Bypass, Carrboro, NC 27514
CB #1521
962-2799
(Full or Self) Service
Thank you for your participation in the Carolina Copy Program.
This system has been designed to better service the needs of the:
Department
Name
Building
and room #
1)
The new service will include the following material/ equipment:
A. One (Copier Model) copier with Copy/Print/Scan functionality. Fax capability will be available for copiers with copy speeds of 25, 35 and 45 copies per minute.
B. Toner and developer (initial and as needed) and other needed supplies.
C. Full Service Plan only: White paper – 8.5 X 11 20lb recycled (initial and as needed):
D. 11 x 17 white paper, 8 ½ x 14 white paper, 8 ½ x 11 3-hole punch, 8 ½ x 11 pastel color paper and recommended transparencies are supplied upon request by Carolina Copy at an additional cost. The department may request these by email (CarolinaCopy@aux-services.unc.edu)
E. If accounting capabilities are required, the following options are available:
1. Department Controlled: If the department wishes to control the Accounting Capabilities of their copier, Carolina Copy will provide training for our Equitrac Software. There will be no charge if the department has control. However, Carolina Copy will charge strictly by the copier meter.
2. Carolina Copy Controlled: Carolina Copy will administer all controls for the Equitrac Software. The department will be charged $15.00 per month for this service. The department will supply Carolina Copy the initial list of access codes and then request monthly changes as needed by email (CarolinaCopy@aux-services.unc.edu).
F. Training will be provided at the time of installation. Additional training will be provided within two (2) weeks after the installation and as necessary when departmental staff changes are made. (See 4I)
2. Customer Service Representative Responsibilities: All copiers require a network connection – supplied by department
A. Full Service Plan: There will be weekly visits for each copier with a monthly volume over 4,500 copies. There will be bi-weekly visits for copiers with a monthly volume below 4,500 copies. Your Customer Service representative will respond to your location within 30 minutes when you call us for additional service.
Self Service Plan: There will monthly visits to replenish toner and developer supplies. Your Customer Service representative will respond to your location within 30 minutes when you call us for additional service.
B. Your Customer Service Representative will clean your copier and fill the paper trays for customers on the Full-Service Plan during each visit and ensure that you have adequate supplies at all times.
C. For customers on the Full Service Plan, your Customer Service Representative will also change the toner in your copier if you so desire. If the department chooses this option, it will require a response time of 20-30 minutes.
3. Maintenance Technician Responsibilities: (Your Customer Service Representative will call for a Maintenance Technician when service is needed for your copier.) Please do not call the vendor as we will not be able to record or guarantee the response time. All service calls must be made to the Carolina Copy service line.
A. The average response for our Vendor Maintenance Technicians to respond to calls is 3 hours. Occasionally, it may take longer than 3 hours. Calls will be responded to on a first come, first serve basis.
B. All parts and labor are included in the maintenance except when it is determined that the user has damaged the copier (See 4H).
4) Department Responsibilities:
4. Department Responsibilities:
A. Copier rates are as follows:
Full-Service
Minimum Monthly Charge 1,500 copies $61.50/month
Copies 1,501-15,000 $0.041 per copy
Copies 15,001 and up $0.0365 per copy
Self-Service
Minimum Monthly Charge: 1,500 copies $43.50/month
Additional Copies $0.029 per copy
B. Copier rates for Color MFP copiers are as follows:
Full-Service Only
Minimum Monthly Charge (Black &
White)
Dependent upon copier model
Black & White Copies
$0.041 per copy
Color
Copies
$0.10 per copy
C. Other Monthly charges are as follows:
Finisher: $ Accounting Option: $ One time Set-up charge: $
D. Provide proper electrical wiring for the copier at the time of installation. All copiers require 110 volt / 20 amp outlet. The higher volume copiers (Over 45 copies per minute) require a DEDICATED ELECTRICAL LINE. THE DEPARTMENT IS RESPONSIBLE IN PROVIDING THIS ELECTRICAL SERVICE.
E. Provide a network connection for the copier, (Carolina Copy will provide a 15 foot network cable with the copier). The Copier must remain on at all times.
F. Provide adequate space for a copier, paper and supplies.
G. Monitor use of paper so that it is only used for the copier. Paper usage will be monitored quarterly. If paper is being used for purposes other than for the copier an additional charge will be levied.
H. To take responsibility for any abuse to the copier and report the damage to the Carolina Copy manager. In the event there is damage to the copier resulting in additional cost for repair, the department will be charged the additional cost of repair on their monthly statement. Carolina Copy will inform the department prior to any and all charges.
I. If a key operator leaves, or additional personnel need training, a letter will be forwarded to the Carolina Copy manager.
J. In the event the department does not desire our services in the future we will remove all equipment within thirty (30) days of written notice. The only charges the department will be responsible for will be the copies it makes and accessory costs.
K. In the event that a department request the copier be moved from one building to a different building, there will be a $80.00 (Eighty Dollar) charge for moving the copier. Carolina Copy will include this cost in the invoice following the date of the move.
Carolina Copy will review supply costs yearly. Departments will be given a minimum thirty (30) day notice of any price change. Naturally, departments can exercise conditions in paragraph 4J above if they so desire.
Carolina Copy will give credit for spoiled copies that result from a copier malfunction. These copies must be presented to our Customer Service Representative for approval.
When in need of service, please call 962-2539. The Carolina Copy manager will be your contact person for any expansion or information you require. Priorities of service and resolution of problems will be handled in the Carolina Copy Office, located at 308 Hwy. 54 W., Carrboro, NC.
I have read the Letter of Understanding and agree to have Carolina Copy provide copy service under the terms of this intent.