NEW COPIER REQUEST PROCEDURE

Funded by a Booster or ASB Club

The District allows for additional copier requests if fully funded by the site ASB or a Booster Club. It is permitted to accept donations from Booster clubs to cover the cost of a new reprographic device utilizing the district’s publicly bid contract. It is not permitted for Booster clubs to lease a device and place them on our premises. The Booster club donation must be managed by the school site ASB.

ASB will initiate the request for new copier by contacting the district purchasing department to obtain a quote for a specific model reprographic device. The purchasing department will request the quote from the district’s current vendor requesting the leased term to coincide and be co-terminous with the district’s current contract. All devices requested are subject solely to the terms in the district’s Agreement with the current vendor. The purchasing department will forward the quote back to ASB.

If the Booster club donation or ASB funds are enough to cover the cost of the device, the New Copier Request form must be completed and submitted, as indicated on the form, for approval. By completing the New Copier Request Form the ASB office is representing that all payments due and to become due during the entire term of the equipment lease are within the budget of the Booster club donation or the ASB funds and are included within an unrestricted and unencumbered appropriation currently available for the purchase and maintenance of the devices requested.

Once the New Copier Request form is approved, the district’s purchasing department will obtain the proper lease Agreement, the Chief Financial Officer will execute the Agreement and the order for the new copier will be placed with the district’s current vendor. The vendor will interface with the district’s purchasing department regarding the delivery status and the purchasing department will communicate the delivery date with the school site ASB and the district Technology Services department. Upon delivery of the new device, the district Technology Services department will interface with the Site to connect the device to the district’s network.

The district’s vendor will submit all invoices related to the new copier lease to the district’s Accounts Payable department. The district’ accounts payable department will send an internal monthly invoice to the respective ASB for all costs associated with the leased equipment. The ASB will then remit a check to the district within 10 days of receiving the district’s invoice. ASB must have a mechanism to invoice the Booster club for their portion of the use of the reprographic device.

The district takes our network security seriously, therefore only devices approved by the Technology Services Department are allowed to be connected to the district wired network. Any device connected without the proper approval will be removed and blocked from use on the district network.

NEW COPIER REQUEST FORM

To request a new copier please complete and submit the form below: / Date:
Requested By: / Site:
Is this funded by the site ASB or a Booster Club?
Booster Club name: / Booster Club contact:
Quote # / Monthly lease payment: $ / Booster Club %:
Justification:
(Attach additional sheets of paper if necessary)
Model # requested (e.g. 3635x, 5635, 5775, 5790): / Where will the copier be installed? (e.g., room number)
Distance from an existing Copier: / Who will be using the copier?
ASB Director Signature / Date:

Submit the completed form to:

Site Principal Signature: / Date
Comments: / Deny / Approve
Director of Technology signature: / Date
Comments: / Deny / Approve
Chief Financial Officer signature: / Date
Comments: / Deny / Approve