1-6-23 Quick Guide - 505ENT-M20-MFDCOPIER-00.docx

Quick Guide Copiers - Multifunctional Device Equipment Contract #505ENT-M20-MFDCOPIER-00 (Contract numbers listed below) Lead State Colorado Request for Proposal #NP-18-001

Contract Term Initial Contract Term: April 1, 2020 – December 31, 2024

Scope The Participating Addendum (PA) contract is available for use by Wisconsin state agencies, UW campuses, and other entities authorized to use state contracts such as Wisconsin municipalities as cited in Wisconsin statutes s. 16.73. The contract is mandatory for state agencies and campuses and optional for all other users.

The following groups are available:

· Group A (A3 MFD’s – Prints sizes up to Ledger)

· Group B (A4 MFD’s – Prints sizes up to Legal)

· Group C (Production Equipment)

· Group D (Single Function Printers)

· Group E (Large/Wide Format Equipment)

· Group F (Scanners)

Equipment leasing, purchase, and rental as well as maintenance are offered through this contract. The scope also includes software bundles that enable and enhance the capabilities of devices, and the professional services to implement.

Leasing include 36-, 48-, or 60-month options. Rental options include various types of Rental (24- or 36-month) and Short Term Rental (up to 18 months). Various types of maintenance options are available with purchase, lease, or rental.

Excluded Professional technical services not required for lease, rental, or purchase of equipment and installation is not authorized under this contract. Software installation Services shall be restricted to the installation and support of the approved Software list and the Equipment on the contract. Any Software installation Services in excess of $50,000 must be approved in writing by the State of Wisconsin Department of Administration. The following items were excluded from the original solicitation: cameras, interactive white boards, micrographic equipment and overhead projectors.

Contract(s) by Manufacturer Contract(s) by Contractor and Number

Delivery Destination, Freight prepaid and allowed. Price includes all costs for shipping, inside delivery, installation, connecting to existing network, initial training, packing, freight, removal of all waste material, and insurance charges.

Determine your equipment needs

1) Estimate how many copies will be needed each month. Also determine if you need color or black and white copies. Based on this, you can determine the “Group” of machines to use for pricing.

2) Each Group will have a subgroup (“segment”) that provides a grouping of machines offered based on speed in pages per minute (PPM).

3) Determine which Contractors have an active Participating Addendum with Wisconsin and offer the Group you need.

4) Consider the invoicing needs. Work with the financial area to consider any important invoicing aspects before sending a purchase order.

5) Determine what other machine requirements you need such as 3-hole punch, Fax, Post Script, cabinet, etc.

6) Decide if you want to lease, buy or rent the machine based on your business needs.

7) Decide if purchase service and supplies or just service is needed. If selecting service only, the Purchasing Entity must pay for their supplies.

8) Request an itemized quote.

9) Inquire about the following when obtaining a quote:

a. The electrical connections required

b. Confirm telephone lines will work with the make/model you are considering.

c. Information regarding upgrade or downgrade equipment, if needed.

d. Any hard drive removal or erasure requirements

e. Your specific network installation to ensure all costs are considered

f. Move costs, if needed

g. Buy out costs, if desired

Pricing See VendorNet for instructions on how to locate the NASPO ValuePoint contract, pricing, and specific contact names to obtain a quote.

There are various options available to choose from for service only or service and supply pricing.

1. Base Cost Per Copy (CPC)

2. Volume-based with a base number of copies

3. Parts and Labor only (no supplies)

4. No minimum copies with a flat base charge Service and supplies are included with 1, 2, and 4 above.

All pricing shall be considered the maximum price. Purchasing Entity is allowed to negotiate any of the purchase and lease options available for lower pricing.

Pricing-continued Each PA addresses specifics on the negotiated cost and details on hard drive removal.

If an accessory is added or removed, check to make sure the new lease rate reflects the machine change.

Purchase order (PO) and invoicing See the PA for the specific invoice information. PO and invoices shall be itemized.

At a minimum, the purchase order must contain the following:

· “PO is subject to NASPO ValuePoint Contract #NP-18-001”; and

· Participating State contract number; and

· Ordering contact Name, Address, Phone Number; and

· Itemized list of ordered items, applicable service charges including Service Program selected and Cost Per Copy (CPC) rates; and

· If Leased, type of Lease and monthly payment.

Lease Agreements are not required to be signed by Konica Minolta and Sharp; however, Users should put the Lease dates in the purchase order. Users should either put the enter lease term (i.e. July 1, 2020-June 30, 2024) or 1st year of a four year agreement and update the purchase orders annually. This will help keep track of how long the lease is valid.

Here are some common questions with this contract specific to the PO and Invoicing:

· When using the contract, the Lease term must start before the copier contract end. The end of the Lease term may occur after the copier contract end. The Agency shall keep a copy of the terms of the contract at the time you entered into the Lease.

· If the Purchasing Entity does not complete the lease, the remaining lease may still be due to the Contractor.

· Each Contractor may offer an option to downgrade or upgrade for placed devices under a lease or rental without penalty. Check the PA for any restrictions.

· The Purchasing Entity should read the PA to understand any written notice that may be required.

· Use a Good Faith Dispute (Sample) if the invoice has errors.

Software End User License Agreement The Software License Agreement and or End User License Agreement (EULA) terms for possible use under this Participating Addendum were not reviewed at the time of the Participating Addendum signing. Such terms shall be negotiated between the Purchasing Entity and the Contractor. Unless otherwise negotiated between parties, software is provided subject to the terms and conditions of the license applicable to such software up to $50,000.

Service Level Agreement The Service Level Agreement (SLA) is found in the attached documents on VendorNet. “Days” means calendar days unless otherwise indicated.

Training Initial one-hour training is onsite unless otherwise agreed upon by the Purchasing Entity in writing prior to such training. Any additional costs associated with training shall be quoted prior to providing such training. The Purchasing Entity may negotiate with the Contractor a reduced rate if the Purchasing Entity chooses not to include the one hour of training for each machine (for example, multiple identical units at the same location) or if online training is utilized rather than onsite.

Trial and Demonstration equipment Any trial or demonstration period shall not exceed 30 calendar days. It is recommended to place in writing between parties the terms of the agreement prior to the placement.

Leasing Options There are multiple lease options.

· Fair Market Value (purchase is available at the end)

· Operational (no purchase is available at the end)

· Capital (lease and own it at the end)

Volume placement The Purchasing Entity and the Contractor may negotiate an additional discount for volume placement (defined in each PA) when placing an order for purchase, any type of lease, or any type of rental. The Purchasing Entity and Contractor may negotiate an additional discount for firm commitments and aggregated requirements.

Disposal of equipment

· Agencies should follow Procurement Manual Pro-F-3 for disposal.

· When the equipment is picked up by the Vendor, it would be considered scrap or a trade-in allowance would be acceptable. (Procurement Manual PRO-416). Purchasing Entities are eligible for a reduction in end price as a result of a trade-in.

Contract Manager Susanne Matschull DOA – Bureau of Procurement 101 E. Wilson Street, 6th Floor Madison, WI 53703 608-266-9796 susanne.matschull@wisconsin.gov

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