Office Machine Maintenance & Rental Contracts

It is now time to renew your office machine maintenance contracts and rental contracts for the FY 2017.

Please keep in mind that you are not required to retain a maintenance contract for any or all of your office machines. It should be determined for each piece of office machinery on your inventory whether you would like Purchasing to secure a maintenance contract. If so, we will negotiate the contract for you.

Please enter a separate requisition for each piece of equipment you are requesting to be placed on maintenance, i.e., one requisition for copier contract, one requisition for printer contract. Separate requisitions are necessary for payment purposes. Each requisition must include the serial number and USM Property number. Please refer to your current purchase order to check this information. Please include the current year’s purchase order number on your requisition.

All rental contracts will renew July 1, 2016. You will need to issue a new requisition for each piece of rental machinery that you have. Please refer to your current purchase order for the necessary information. Please include the current year’s purchase order number on your requisition.
If any of your maintenance or rentals have contracts or quotes, please send the updated contracts and quotes with a requisition attachment form to Box 5003. Please note only a limited number of people on campus have the authority to sign contracts. If you have a contract that needs signature, please forward it to Procurement and Contract Services for review.
Requisitions must be submitted in workflow no later than May 30, 2016. Please contact us at 601-266-4131 or procurement@usm.edu if you have any questions.