01 Wisconsin User Guide 4 30 24.docx

CONTRACT NO. 505ENT-M19-REMANTONER-00

Statewide Remanufactured Toner and Ink Products April 30, 2024

STATE OF WISCONSIN

DEPARTMENT OF ADMINISTRATION

STATE BUREAU OF PROCUREMENT

Contract #505ENT-M19-REMANTONER-00 Statewide Remanufactured Toner and Ink Products

USER GUIDE

April 30, 2024

Contract Summary and Scope

The purpose of this mandatory, statewide Contract is to provide State agencies, University of Wisconsin (UW) campuses and cooperative purchasing groups (e.g. municipalities, school districts) with remanufactured toner and ink products.

This Contract excludes OEM and compatible toner and ink products.

This Contract has an initial term of two (2) years with the option to renew upon mutual agreement for three (3) additional 1-year periods.

DOA Contract Manager:

Rob Penfield WI Department of Administration State Bureau of Procurement 101 East Wilson Street, 6th Floor Madison, WI 53707-7867 Phone: (608) 266-0817 Email:

robert.penfield@wisconsin.gov

Contact the DOA Contract Manager with any Contract related questions. Authorized Users are also encouraged to contact their agency/campus purchasing office with general questions.

Mandatory Purchasing: Yes

Purchasing Card (P-Card): Yes

WISBuy Enabled Contract: Yes - Punchout Catalogs

Cooperative Purchasing: Yes

Certified Minority Business Enterprise (MBE): Yes (Zuma Office Supply)

Awarded Vendors:

505ENT-M19-REMANTONER-01

Zuma Office Supply (formerly Buy on Purpose) 314 Garden Oaks Blvd.

Houston, TX 770187

Supplier ID: 0000002755

Point of Contact for Orders/Billing:

Matu Cooklin 877-473-40997 customerservice@zumaoffice.com Matu@zumaoffice.com

Definitions ARO- means “after receipt of order”.

ASTM- means American Society of Testing and Materials International Authorized User- means any State agency, board, commission, UW campus or cooperative purchasing entity (e.g. municipality) Compatible- means toner or ink product that is made from new (not recycled OEM) core and other parts and is sold as a generic match to an OEM cartridge. Compatible cartridges are NOT allowed on this contract.

F.O.B.-Free on Board ISO- means International Organization for Standardization ISTA- means International Safe Transit Authority ITC- means International Imaging Technology Council OEM- Original equipment manufacturer P-Card- State of Wisconsin purchasing charge card Remanufactured-means a printing cartridge to which the following service has been performed: the disassembly of the cartridge, inspection, cleaning and adjustment of all components, repair where necessary, replacement of worn or damaged parts, reassembly and testing of the remanufactured cartridge, and, where applicable, removal of the remaining toner, replacement of the toner supply, and, refurbishing the organic photoreceptor cell (OPC) or replacing the OPC with a new or aftermarket cell.

STMC- means Standardized Test Methods Committee

Account Set-Up and Ordering Methods

State customers and cooperative purchasing groups should register and place orders via one of the following methods. Please allow two (2) business days for account setup.

1. WISBuy Pcard Marketplace (preferred method for State Agencies).

Log onto WISBuy and use the Zuma Office Supply punchout catalog to place your order.

https://solutions.Jaggaer.com/apps/Router/Login?OrgName=WisconsinMarketPlace

If you do not have a WISBuy login please access the site WISBuy site and request a login. Please allow adequate time for new login approval process.

2. WISBuy via STAR/PeopleSoft eCatalog

WISBuy may be accessed via the PeopleSoft requisitioning process. Requisitioners will begin procurement activity within PeopleSoft; Browse and create a requisition within WISBuy (Buy On Purpose Punchout). Upon completion of requisition, user will be returned to PeopleSoft requisition to obtain the necessary approvals etc. Once requisition has been budget checked and approvals received, WISBuy and the supplier will be notified of the purchase order.

Note: When creating a requisition, DO NOT copy previously issued orders. The eCatalog is constantly changing and you will not receive the current pricing on items if you attempt to copy previous orders.

3. Any of the traditional ordering methods, such as on-line, website, phone or Fax

Note: If you are using a p-card the preferred method is via WISBuy.

When using one of the traditional methods above, you will need to set up an account, in advance, with Zuma Office Supply..

Please e-mail the completed Account Registration Form to : matu@zumaoffice.com

4. Shop@UW (only available for UW Systems customers)

UW Systems customers should access the contract through Shop@UW. If you do not already have an account please contact Shop@UW Customer Service at (608) 497-4400 or shopUW@bussvc.wisc.edu.

(http://www.bussvc.wisc.edu/shopuw/shopuw.html)

Ordering and Customer Service

Agencies and cooperative purchasing groups will determine the method of order placement which will be used by Authorized Users.

1. WISBuy Pcard Marketplace (preferred method for State Agencies (all non-MDS customers).

Log onto WISBuy and use Zuma Office Supply punchout catalog to place your order.

https://solutions.Jaggaer.com/apps/Router/Login?OrgName=WisconsinMarketPlace

2. WISBuy via STAR/PeopleSoft eCatalog

WISBuy may be accessed via the PeopleSoft requisitioning process. Requisitioners will begin procurement activity within PeopleSoft; Browse and create requisition within WISBuy/ Buy On Purpose or punchout. Upon completion of requisition, user will be returned to PeopleSoft requisition to obtain the necessary approvals etc. Once requisition has been budget checked and approvals received, WISBuy and the supplier will be notified of the purchase order.

Note: When creating a requisition, DO NOT copy previously issued orders. The eCatalog is constantly changing and you will not receive the current pricing on items if you attempt to copy previous orders.

3. Traditional ordering methods, such as On-Line at Zuma Office Supply website, Phone or Fax).

Zuma Office Supply: Log onto https://www.zumaoffice.com/

Note: If you are using a p-card the preferred method is via WISBuy.

If you do not have a log on, please follow the instructions below.

505ENT-M19-REMANTONER-01

Zuma Office Supply

Account Setup form can be found on VendorNet. Fill out the form completely and e-mail the form to Danielle Wang, Customer Service at sandra@zumaoffice.com.

Please allow 24 hours to complete a new account setup.

Your email address and password will give you access to the ordering site.

4. Shop@UW (only available for UW Systems customers)

Shop@UW/MDS customers can access the Zuma Office Supply contract catalog online through Shop@UW.

http://www.bussvc.wisc.edu/shopuw/shopuw.html

5. Customer Service

Customer Service questions include, but are not limited to:

· Status of Orders (e.g. shipped, pending)

· Delivery Information

· Back Order Information

· Statewide Contract Pricing

· Product Exclusions (i.e. “lock out items”)

· Contract Compliance Requirements (e.g. delivery timeline requirements, invoice timeliness)

· General Product Information

· Defective cartridge issues

For defective cartridge issues please provide the following information:

· Contact name

· Toner item number

· Invoice number

· Purchase order number (if applicable)

· Brief description of defect

Contact the DOA Contract Manager to report all vendor performance issues.

505ENT-M19-REMANTONER-01

Zuma Office Supply

1. customerservice@zumaoffice.com 877-473-4097

2. Sandra Gonzales – Customer Representative – email (preferred) sandra@zumaoffice.com or call 1-877-557-7300, ext.209.

3. Matu Cooklin – Operations Manager – email (preferred) matu@zumaoffice.com or call 1-877-557-7300, ext. 207.

4. Merrill Chance – National Sales & Account Manager – email (preferred) Merrill@zumaoffice.com or 1-877-557-7300, ext.210

Training

MDS and Shop@UW end users should contact MDS customer service.

1. WISBuy User Training

· If you plan to utilize WISBuy via PCard Marketplace:

· Contact your Business Unit Administrator to schedule training.

· The KIT (Knowledge, Management, Improvement and Training) Section of the State Bureau of Procurement provides PCard Marketplace Training. The Contractors on this contract are punchout enablements on WISBuy therefore you will need to learn and understand WISBuy ordering processes and how it relates to the Contractor’s punchout site.

· If you plan to utilize WISBuy via STAR/PeopleSoft eCatalog:

· Training is scheduled through the STAR/PeopleSoft ELM.

· PRO304: eProcurement course covers requisitions and ordering via WISBuy eCatalog.

Contract your Business Unit Administrator to schedule training. Additionally, Contact Knowledge Management, Improvement and Training (KIT) section of the State Bureau of Procurement is available as a resource.

2. Contractor’s Website Training

Contact Zuma Office Supply to discuss your specific needs.

Contract Pricing

Contract pricing can be found on VendorNet and on the punchout catalogs which have been enabled on WISBuy and Shop@UW.

All Contract pricing is fixed, net product pricing. All pricing is F.O.B. Destination Freight Prepaid and Allowed and includes all packing, packaging, freight and fuel costs, insurance and charges for quotes, and installation/operation/maintenance manuals, samples and product literature.

In the event of a price change between the date of order and the date of delivery or installation, the vendor must charge the lower price.

Additional costs/fees that are not allowed include, but are not limited to, the following:

· Delivery location fees

· Small order/ “minimum order” fees

· “Special order” fees

· Purchasing card (P-Card) related charges

· Return fees for inaccuracies or other errors on the part of the Contractor (e.g. restocking fees)

· Parts fees such as “core charges”, etc

No surcharges (e.g. fuel, transportation, energy) may be charged unless approved by the DOA Contract Manager.

Any changes in contract pricing will be posted on VendorNet after approval from the DOA Contract Manager will be posted on VendorNet.

Invoicing and Payment

Authorized Users will dictate the invoicing method to be used. Accurate invoices for all orders will be emailed to the Authorized User as the order is processed by the vendor.

All invoices must meet the pricing and terms and conditions of the Contract and be available in hard copy and electronically.

Payment will not be made until the product and/or service is determined to meet all specifications and has been accepted by the State of Wisconsin.

Standard payment terms for Authorized Users are net thirty (30) days from the date of product delivery and/or installation acceptance or invoice receipt, whichever is later.

Note: WISBuy transactions will be via P-card only.

Shop@UW invoices will be processed electronically through Jaggaer.

Quality

All products (including replacement parts used during the remanufacturing process) sold under the Contract shall be current production products and shall be capable of performing at an effectiveness level in accordance with manufacturer's specifications and advertised data sheets.

All products shall meet or exceed 1) current guidelines and standardized test methods as adopted by the Standardized Test Methods Committee (STMC); 2) Manufacturer’s OEM specifications as to yield, density and package integrity and 3) all current and applicable industry standards for quality and performance.

No products shall be “drilled and filled”. Compatible products are not allowed. All ink and toner products shall be first quality.

Contractor’s remanufacturing process shall meet or exceed the current standards adopted by the American Society of Testing and Materials (ASTM).

Defective Products/Warranty

In the event that any product or part proves to be defective or fails within the warranty provided, the vendor shall repair and/or replace it without charge (including freight both ways) regardless of how much of the product has been used the vendor shall repair or replace all defective products or parts within three (3) business days of notification.

Authorized Users are strongly encouraged to contact the vendor as soon as possible, notifying them of product failure and to request return authorization/replacement.

The vendors guarantee their products to be free from defect in materials and workmanship, given normal use and care, for a period of at least one (1) year from the date of purchase.

The vendors warrant that the use of the products sold under the Contract shall not void any manufacturer’s warranty on the equipment in which it is used.

The vendors shall also honor the original manufacturer’s warranty. Upon request, Contractor shall provide all warranty information to the Authorized User.

Service Level Expectations

Testing, Repair and Replacement

If an Authorized User suspects that a cartridge has caused damage, abnormal wear or deterioration to equipment, the vendor who provided the toner cartridge shall provide a local, competent, factory-trained and authorized technician at their own expense to perform diagnostic testing within forty-eight (48) hours of notification. The vendor shall submit the results of such diagnostic testing within five (5) business days.

At the Authorized User’s discretion and where a cartridge was proven to have caused damage to the equipment, the vendor whose toner cartridge caused the damage shall provide a local, competent, factory- trained and authorized technician at their own expense to repair the equipment within forty-eight (48) hours of notification.

If equipment is beyond the point of repair due to a defective cartridge, the vendor who provided the toner cartridge shall bear the cost of replacing the equipment.

Delivery

The vendor shall deliver at least 98% of all ordered products by the date specified on any purchase order or within 48 hours after receipt of order (ARO). The order cut off time is 3:00 PM CST/CDT.

The vendor must fill backorders within five (5) business days of the originally scheduled delivery date.

Expedited or “rush” deliveries caused by an error or delay on the part of the vendor shall be at no additional cost to the Authorized User.

Returns

End users shall coordinate returns with the vendor. The vendor shall allow Authorized Users a minimum of thirty (30) calendar days for returns.

The vendor shall replace or pick up and apply credit for all products damaged, duplicated, incorrectly ordered or shipped within five (5) working days of notification.

All returns shall be at no additional cost to the Authorized User.

Backorders

For backorders, the vendor shall notify the Authorized User within forty-eight (48) hours of the original order.

At the point of notification, the vendor shall provide an estimated back order turnaround time and all acceptable alternative products that meet or exceed the original product specifications. Any alternative products shall be sold at or below the price of the backordered item.

The Authorized User may 1) accept the extended turnaround time of the backorder, 2) cancel the order, or 3) accept an acceptable alternative product where available.

The vendor shall not cancel any backorder or automatically substitute any product on backorder without the express approval of the Authorized User.

The vendor shall not charge Authorized Users for any product that is back ordered until the product is shipped.

Product Recycling and Disposal

The vendor shall accept spent cartridges for recycling at no additional cost.

The vendor shall ensure that remaining toner in used cartridges is recycled or disposed of in a manner that complies with all applicable environmental, health and safety regulations.

In addition to the mandatory pick-up of remanufactured cartridges, the vendor may accept empty OEM cartridges for recycling.

Shop@UW Customers will coordinate cartridge return through MDS.

All other Authorized Users should email or call the vendor and let the Customer Service Representative know that you have cartridges that need to be picked up. The vendor will send you Prepaid Shipping Labels (UPS or FEDEX) to affix to your boxes and then they will arrange for pickup at your office location.

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