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Xerox OECM Lease Agreement
Procurement is pleased to announce that the University has signed a new 5-year Photocopier Fleet Lease Agreement with Xerox. The Lease Agreement will expire as of April 30, 2024. The terms of this new agreement were negotiated through the Ontario Education Collaborative Marketplace (OECM). OECM is a trusted not-for-profit collaborative sourcing partner for Ontario’s education sector, broader public sector, and other not-for-profit organizations. OECM contracts with innovative, reputable suppliers to offer a comprehensive choice of quality products and services and generate significant savings for their customers.
As a member of this lease agreement with Xerox, your department is responsible for your allocated machine for the entire term of the agreement. If you decided to return your machine prior to the lease expiry date of April 30, 2026, your Department will be solely responsible for any costs associated with early termination of the lease.
Your Xerox Machine
The University has a number of different Xerox machine models on campus. Below are links to the specification sheets for some of the most common models on campus. For more information on your specific machine please visit the Xerox Website or contact the Procurement Office.
User Guides and Training
Xerox has provided the University with a number of resources for User Guides and Training. Please locate your Xerox Machine Model Number below and follow the links to find training and support related to your specific models.
Xerox Altalink B8000 MFP Family (Models B8045 / B8055 / B8065 / B8075 / B8090)
Xerox Altalink C8000 MFP Family (Models C8030 / C8035 / C8045 / C8055 / C8070)
Quick Tips Guide
Xerox has provided the University with a Quick Tips Guide Poster (see Files section on the right). Procurement recommends that you print a copy of this poster and post it nearby the Xerox machine in your area as a quick reference guide on how to use the machine.
Servicing Your Machine
If you require servicing for your device, the following two options are available to request service:
Option 1: Use the Get Service Now button located on with Xerox machine interface
See further instruction in attached Get Service Now guide.
By selecting the Get Service Now call button on your Xerox machine, this will automatically create a service request with Xerox.
- The first time the end user places a service call, using the Get Service Now button on the machine they will be prompted to put in the Department’s contact information. For
- example, the name, phone number and email address of the individual who is responsible for the photocopier within you department. Once this information is entered initially, it will be stored for future use.
- After the contact information is logged, the user will be required to input a description of the issue which they are experiencing with the machine and then hit submit. This will log a Service Request with Oracle.
- A Service Technician from Xerox will contact the Department Contact, by phone or email, within 30 minutes of the Service Request being placed.
Option 2: Call: 1-800-254-5190
When placing a Service Request, please have the following information available:
- Include the problem code, if you have one
- The serial number of the device
- The Xerox device Model number
- The address where the device is located
- The Department (person) contact information
Supplies
Toner Cartridges
Toner Cartridges will automatically be ordered by your Xerox machine, when the machine indicates that the Tone in the machine is low.
Waste Containers
Waste Containers will automatically be ordered by your Xerox machine, when your machine indicates that the Waste Container is full or approaching full capacity.
Drums
Drums are not automatically re-ordered by Xerox. When your machine indicates that the Drum is full or approaching full capacity, please place a request for a new Drum directly with Xerox. See page 11 for instructions on how to request supplies from Xerox.
Staples
Staples are not automatically re-ordered by Xerox. When your machine indicates that you are running low on staples, please place a request for a more staples directly with Xerox. See page 11 for instructions on how to request supplies from Xerox.
Paper
Paper for your Xerox machine is not provided by Xerox. Each department is responsible for supplying the paper for their machine. To order paper please use Grand and Toy, the University’ preferred paper supplier. For further information on our agreement with Grand and Toy please contact Brian Houston, our Grand and Toy account administrator (brianhouston@grandandtoy.com).
Ordering of Supplies
If you are required to order supplies for your Xerox machine, the following options are available to request supplies
Option 1: Use the Get Service Now button located on with Xerox machine interface.
See instructions on page 8 and 9 for how to use the Get Service Now feature.
Option 2: Call 1-800-275-9376
For your request please have the following information:
- Please indicate which supplies you require
- The serial number of the device
- The Xerox device Model number
- The address where the device is located
- The Department (person) contact information
Billing Information
Cost Per Copy Charges
- The University will receive invoices for Cost per Copy charges on a quarterly basis. These invoices include the Cost per Copy Charges for each machine included in the Xerox Fleet agreement. These invoices are received directly by the Purchasing Office.
- When these invoices are received, the Purchasing Assistant will pay the invoice from a central operating account.
- The Purchasing Assistant will then allocate these charges, through an Internal Billing Process, from this Central Operating account (by Journal Entry) to each Departments own operating account. Each Department will be billed based on the number of copies processed by the Department that period.
- Purchasing will use the Department’s billing account number on file, to record the charges to your account each quarter.
- If there are changes to your department’s account information, please contact Procurement Assistant Lili Smallwood daGraça at ext. 2081.
Lease Charges
- The University receives invoices for lease charges on a quarterly basis. These invoices include the lease charges for each machine included in the Xerox Fleet agreement. These invoices are received directly by the Purchasing Office.
- When these invoices are received, the Purchasing Assistant will pay the invoice from a central operating account.
- The Purchasing Assistant will then allocate these charges through an Internal Billing Process (by journal entry), from this central operating account to each department’s operating account.
- The internal billing process for lease charges will be completed quarterly each year.
- Each Department will be billed for lease costs based on the Xerox machine model they have.
- Purchasing will use the Department’s billing account number on file, to record the charges to your account.
- If there are changes to your department’s account information, please contact Procurement Assistant Lili Smallwood daGraça at ext. 2081.
Contact Information
If you have a generic "how to" question, you can post it on our Questions forum. If you want to report an issue with your Xerox machine (other than hardware issues), you can report it by opening a ticket.
For information on Xerox Support, Supplies or Assistance please Contact Xerox: at 1-800-275-9376
For information on billing, cost per copy and lease charges, or changes to your Xerox account information please Contact Denise St. Pierre, Purchasing Assistant, Budgets and Financial Services at ext. 2081 or via e-mail at copiers@uwindsor.ca
For more information on your Xerox machine or the University’s Lease Agreement please Contact Dario Pavia, Buyer, Budgets and Financial Services at ext. 2088 or via e-mail at copiers@uwindsor.ca