Printing - Division Office and Departmental

General Information

  • Division Office and Departmental printer/copier acquisition, support, and supplies are provided by our approved vendor, MBS. 
    • Any remaining copiers on Smile contracts will have any necessary future replacements acquired through MBS.  
  • Cabrillo’s standard is the annual payment program (lease) for all copiers/printers. If a grant is being utilized as the funding source, it might be necessary to purchase outright. An outright purchase should have all monthly costs included in the full total.
  • With the exception of executive offices that require the need for confidential printing, desktop printers will no longer be acquired unless there is no networked printer available in the requesting department. 
  • Invoices are sent quarterly from MBS and are processed by Purchasing. The District has a fund for department leased copiers, pending approval from the Purchasing Director. The BSO may choose to charge back individual departments, accordingly.
  • Support:
    • Outside of having a service agreement with the vendor, departments are responsible for the day-to-day maintenance of their printers/copiers (replacing toner, paper jams, cleaning print heads, etc.). 
      • For issues with printers/copiers under MBS contract, maintenance is provided by MBS. Departments should contact MBS directly for support. 
    • IT will support network functionality and driver installation for Cabrillo-funded printers/copiers acquired with IT approval, which have not reached End Of Life (EOL). 
      • A copier is considered EOL once it reaches 7 years from the date of manufacture. 
      • Printers/copiers nearing EOL demonstrating issues will no longer be supportable via the vendor and need to be retired. 

Acquisition Process

If there is an existing device reaching EOL 

  • Purchasing Director will email the corresponding department contact, verify the need, approve acquisition of the device (if applicable), and request that they submit an IT ticket to request a replacement for the EOL device. 

Otherwise, to request a new printer/copier, the process starts as noted below:

Requestor:

  • Submits an IT Ticket for project tracking & approvals, providing the clarifications/answers to the items below. 
    • Department Info:
      • Department
      • Building Number
      • Room Number
      • Requester Name
      • Requester Phone
    • Budget: 
      • If there is any reason the funding will not allow for the annual payment program (5-year lease)
      • If the purchase be grant-funded, if there is a grant deadline
      • Budget that will fund the device
      • Name of Dean that approved the purchase:
    • Current Copier/Printer Info:
      • Status
      • Data port 
      • Power Supply
      • Note: Larger printers need 20A power source, with different power receptor prong. 
      • Networked or Non-Networked
      • Serial Number
      • Make (MBS or SMILE)
      • Name
      • Model
      • Sticker Number
      • Black/White or color
      • Accessories
      • Accessory usage volume
      • Monthly Print volume
    • New/Replacement Copier/Printer Info:
      • Replacement or new
      • Printer or Copier
      • Location
      • Data port 
      • Power Supply
      • Networked or Non-Networked connection
      • Network port availability
      • Intended use
      • How many people send prints to the device
      • Black/white or color
      • Estimated number of prints per month 
      • Necessary paper type
      • Necessary paper size
      • Accessories needed
      • Any other features required: (Note: Fax is no longer allowed - see IT for Fax solution)
      • Justification of need

IT:

  • Reviews ticket information, confirms any existing devices noted, and loops in MBS to assist Requestor in selecting the printer/copier that will best suit the request from approved devices. IT will note associated ticket number in the correspondence for common awareness. 
    • Once device is selected, MBS provides a quote to IT.
  • Provides approval, along with device specification information, to Requestor.
    • Make:
    • Model:
    • Accessories:
    • Quote Number & date:
    • It is the responsibility of the requesting department to submit a PREQ with all the backup supporting documentation.

Requestor:

  • Sends the B-PO Requisition, Quote, Spec Sheet, a copy of the ticket documenting IT approval and the Support agreement etc. through the BSO Submittal portal to begin the BSO audit process. 
  • Once BSO Audit approves, it is sent to Purchasing.

Purchasing:

  • Purchasing reviews the B-PO Requisition packet and all documentation, creates a B-PO Number, and obtains final signatures. 
  • Once the official BPO # is signed and approved by the Director of Procurement or the College Buyer, Purchasing sends out the order and the vendor will reply with an order confirmation.
  • Purchasing will request the vendor add the machine to the quarterly MBS invoice in order to avoid a separate invoice being sent out for this new machine.  

Vendor (MBS): 

  • The vendor will send order confirmation after receiving the official BPO#  signed and approved by the Director of Procurement or the College Buyer. 
  • Vendor will work with the department and IT to schedule an installation date. 
    • A representative from the requesting department will need to be present at install. 
    • Note: Printers are down for a day for IT to configure. When a device is being replaced both printers will be down for a day (i.e. if morning install, it will be ready to use the following morning; if afternoon install, will be ready by the following afternoon.)
  • Vendor will email IT the printers Configuration Page, including MAC address, at least a week prior to installation.
    • If IT has not received the config and the install within the window above, the install will need to be rescheduled. 
  • Department will add the PO and installation date to the IT Ticket to ensure IT can get the reports they need.

Day of Install

  • Vendor will de-commission the old machine being replaced and email Purchasing purchasing@cabrillo.edu the serial number and location of the decommissioned machine so they can remove it from their internal inventory list.
  • Requestor will sign any customer acceptance documents from MBS. IT cannot sign any documents.
  • IT will take the old hard drive from decommissioned machine, if applicable.

Decommission

  • Purchasing will submit decommissioned items on the Board Report for approval 

MBS Printer/Copier Moves

  • If a copier needs to be moved, the department must connect with MBS to coordinate the move and ensure to notify Purchasing. There is a cost associated, roughly $500, for which the department is responsible. 
  • Requestor should submit an IT ticket to note the copier information and what location it will be moved to. IT will need to update their records for the device and, depending on the move, IT may need to reconfigure the device in order for it to be operable in the new space. Please allow approximately one week for completion.
     
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