Attachment 2- OS3 Office Supply Definitions Final 31Jan2014.pdf

ATTACHMENT 2 – OS3 OFFICE SUPPLIES DEFINITION

A. Office Supply Definitions per Category

Office Supplies

Definition Office

Supplies Category

Office Supplies Subcategories Definition

Paper 1. Paper Carbon, cards, computer, fine stationary, inkjet, laser multipurpose, copier, notebook filler, bond, résumé, rolls, stationary, and labels

Toner (See more detailed definitions on Page 2)

2. New toner and inkjet cartridges New ink and laser jet cartridges; multicolor and black; and solid ink

3. Remanufactured toner and inkjet cartridges

Remanufactured ink and laser jet cartridges;

multicolor and black; and solid ink

General Office

Supplies

4. Adding machines and calculators

5. Binding and filing supplies Binders, binding elements, file folders, document protectors, bank boxes and other filing boxes

6. Calendars, personal organizers, and other dated office items

All office-related calendars and organizers

7. Cases and portfolios Carrying cases, presentation portfolios, leather and vinyl portfolios, twin-pocket portfolios, and zipper portfolios

8. Computer accessories Mouse pads, wrist rests, antiglare screens, desktop cleaning supplies, media storage, keyboard drawers (excludes electronic information technology (EIT)

9. Computer media Diskettes, CDs, DVDs, data tape, USB devices

10. Drawing and graphic arts supplies Adhesives and glue, erasers, rulers and measures

11. Mailing and shipping supplies Envelopes, shipping sacks, packaging tape

12. Miscellaneous office supplies Fastening items including staplers, paper clips, binder clips, etc.; adhesive tape, label makers, rubber stamps, ink, push pins, paper-hole punchers

13. Office furnishings Clocks, stools, picture frames, wastebaskets

14. Shredders Office-type and high-security shredders

15. Visual communications and meeting aids

Blackboards, whiteboards, easels, videotapes, audiotapes, dictation supplies

16. Writing instruments Pens, pencils, highlighters, markers

B. Toner Definitions:

1. Introduction

The purpose of this section is to provide a naming convention, definitions of the types of cartridges and other standards and terms that may apply to cartridges sold through FSSI OS3.

2. Naming convention for ALL Cartridges:

Every cartridge description should begin with the following naming convention. Each part of the naming convention should be separated with an UNDERSCORE. For example a proper naming convention for a cartridge would be:

FIRSTUSE_NEWOEM_XEROX_TONER_XER115R00037

2.1 Naming Convention Format

● Use one of two: FIRSTUSE or REUSE

○ FIRSTUSE should be used when the cartridge is NEW OEM or COMPATIBLE

○ REUSE should be used when the cartridge is REMANUFACTURED or

REFILLED

● Use one of four definitions: NEWOEM, COMPATIBLE, REMANUFACTURED or

REFILLED

● ( Brand of the company that produced or markets the remanufactured product)

● (Indicate whether the cartridge is: INKJET or TONER)

● ([OEM Cartridge Model/Part Number] or [Works with OEM Printer Model/Part

Number])

3. Definitions

NEW OEM (NEWOEM): A new cartridge that is designed manufactured and distributed by a printer manufacturer for use in printers bearing their brand name.

COMPATIBLE: A new replacement cartridge with a shell, internal components and ink or toner that are not distributed by an OEM. Packaging may or may not state that the cartridge is new.

REMANUFACTURED: A cartridge that has been previously used, the marking substance consumed, then is subsequently collected, inspected, cleaned, had new or reconditioned parts installed, refilled with ink or toner, and quality tested so that its capability to print has been restored.

REFILLED: A cartridge that has been previously used and the marking substance consumed, and then is subsequently collected, re-filled with ink or toner, and resold without one or more of the additional steps of inspection, installation of new or reconditioned parts, and quality testing which are necessary to qualify as a "remanufactured" cartridge.

4. Other Standards and Terms

A vendor should also indicate in the product description, after the naming convention, whether:

● Remanufactured cartridges meet applicable BSA standards

● Compatible suppliers can represent and warrant that they have investigated and confirmed that their products do not violate any United States patents

● A cartridge is CPG compliant

○ Comprehensive Procurement Guidelines: EPA's Recovered Materials Advisory

Notice (RMAN) recommends that procuring agencies establish procedures and policies that give priority to remanufacturing the agencies' expended toner cartridges. EPA recommends that, under such policies and procedures, agencies procure remanufacturing services for expended cartridges and, when such services are unavailable or not practicable, obtain remanufactured toner cartridges or new toner cartridges made with recovered materials from product vendors.

Sources:

● https://docs.google.com/a/gsa.gov/file/d/0B8ZLXWmMe941dGdjR0taSzNLR1ZtWTNY dGRScE54dVkxOHJz/edit

● http://businesssolutionsassociation.com/associations/5686/files/BSA%20-

%20Revised%20Remanufactured%20DefinitionDraft%20Sep%2023%202013%20DRA

FT.pdf

● http://sftool.gov/green-products/9/non-paper-office-products?ProductId=224

● http://www.epa.gov/epawaste/conserve/tools/cpg/products/nonpaperoffice.htm#toner

● http://www.i-itc.org/stmc.html

C. Contract Term Definitions:

FILL/KILL: Referenced in CLIN 4. In the “fill” or “kill” phase, Contractors are required to obtain affirmative acknowledgement from the customer on all orders received. Should an order fail to be able to be fulfilled by the Contractor at the time order is placed, the Contractor shall provide notification to the customer that the intended order cannot be filled within the time specified and provide (when applicable) backorder details regarding the order.

Should the customer fail to acknowledge to the Contractor to move forth with the requested items placed on backorder, the Contractor shall “kill” (not fulfill) the order within 24 hours of the https://docs.google.com/a/gsa.gov/file/d/0B8ZLXWmMe941dGdjR0taSzNLR1ZtWTNYdGRScE54dVkxOHJz/edit https://docs.google.com/a/gsa.gov/file/d/0B8ZLXWmMe941dGdjR0taSzNLR1ZtWTNYdGRScE54dVkxOHJz/edit http://businesssolutionsassociation.com/associations/5686/files/BSA%20-%20Revised%20Remanufactured%20DefinitionDraft%20Sep%2023%202013%20DRAFT.pdf http://businesssolutionsassociation.com/associations/5686/files/BSA%20-%20Revised%20Remanufactured%20DefinitionDraft%20Sep%2023%202013%20DRAFT.pdf http://businesssolutionsassociation.com/associations/5686/files/BSA%20-%20Revised%20Remanufactured%20DefinitionDraft%20Sep%2023%202013%20DRAFT.pdf http://sftool.gov/green-products/9/non-paper-office-products?ProductId=224 http://www.epa.gov/epawaste/conserve/tools/cpg/products/nonpaperoffice.htm#toner

Contractor’s response to the customer’s backorder. Otherwise, Contractor’s receipt of acknowledgment to move forth with the backorder for the agreed date of fulfillment, the

Contractor shall “fill” the order as requested, agreed, and acknowledged.

Fill or Kill applies at the line-item level, not at the order level. The Contractor must:

Notify the ordering Contracting Officer placing the order within 24 hours if there are any problems filling an order;

Provide any anticipated wait time; and

Allow the customer to cancel that item or wait for the later delivery.

Notification and agreement with the customer must be in writing or through the ordering portal.

The Contractor shall automatically deliver items available and notify customers within 24 hours of order placement when a backordered item can be delivered at a later date/time. Customers will determine if they wish to wait for the backordered item or order from another contract holder. If no response is received from the customer within 24 hours of notification of a backordered item’s delivery estimate, the Contractor shall default to “Kill” for the line item.