Wisconsin User Guide 3.26.18.docx

CONTRACT NO. 505ENT-M13-REMANTONER-01

Statewide Remanufactured Toner and Ink Products Revised: April 3, 2018

STATE OF WISCONSIN

DEPARTMENT OF ADMINISTRATION

STATE BUREAU OF PROCUREMENT

Contract #505ENT-M13-REMANTONER-01:

Statewide Remanufactured Toner and Ink Products (Formerly known as #15-61598-300)

USER GUIDE

June 5, 2013

Revised: April 18, 2018

TABLE OF CONTENTS

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 new, 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.

This contract was formerly known as 15-61598-300 prior to the July 1, 2015 conversion to STAR.

Effective March 27, 2018, EIS changed their name to Buy On Purpose and launched a new website.

DOA Contract Manager:

Cathy Neidner WI Department of Administration State Bureau of Procurement 101 East Wilson Street, 6th Floor Madison, WI 53707-7867 Phone: (608) 266-3620 Fax: (608) 267-0600 Email:

catherine.neidner@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.

Contractor: Buy On Purpose

https://www.buyonpurpose.com/

Mandatory Purchasing: Yes

Purchasing Card (P-Card): Yes

WISBuy Enabled Contract: Yes - Punchout Catalog

Cooperative Purchasing: Yes

Certified Minority Business Enterprise (MBE): Yes

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.

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 Buy On Purpose 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 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 at Buy On Purpose 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 Buy On Purpose.

Please e-mail the completed Account Registration Form to Danielle.Wang@buyonpurpose.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 Buy On Purpose 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 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 Buy On Purpose website, Phone or Fax).

Log onto https://www.buyonpurpose.com/

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

If you do not have a log on, please use the Account Setup Form which can be found on VendorNet. Fill in the form completely and e-mail to Danielle Wang, Customer Service via e-mail at Danielle.Wang@buyonpurpose.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 Buy On Purpose contract catalog online through Shop@UW.

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

Customer Service questions may be answered by contacting the following Buy On Purpose

1. Danielle Wang – Customer Representative – email (preferred) Danielle.Wang@buyonpurpose.com or call 1-877-557-7300, ex.202.

2. Matu Cooklin – Operations Manager – email (preferred) matu.cooklin@buyonpurpose.com or call 1-877-557-7300, ex. 207.

3. Merrill Chance – National Sales & Account Manager – email (preferred) Merrill.Chance@buyonpurpose.com or 1-877-557-7300, ex.210

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.

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 Buy On Purpose site on WISBuy is a punchout enablement, therefore you will need to learn and understand WISBuy ordering processes and how it relates to the Buy On Purpose 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. The Buy On Purpose site is a punchout enablement, therefore, you will need to learn and understand WISBuy ordering processes and how it relates to the Buy On Purpose Punchout site.

2. Buy On Purpose Website Training

Contact Buy On Purpose to discuss your specific needs.

Contract Pricing

Contract pricing can be found on VendorNet and on Buy On Purpose Punchout (WISBuy)

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, Buy On Purpose 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 Buy On Purpose.

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”. 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, Buy On Purpose shall repair and/or replace it without charge (including freight both ways) regardless of how much of the product has been used Buy On Purpose shall repair or replace all defective products or parts within three (3) business days of notification.

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

Buy On Purpose guarantees its 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.

Buy On Purpose warrants 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.

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

Service Level Expectations

1. Testing, Repair and Replacement

If an Authorized User suspects that a cartridge has caused damage, abnormal wear or deterioration to equipment, Buy On Purpose 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. Buy On Purpose 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, Buy On Purpose 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, Buy On Purpose shall bear the cost of replacing the equipment.

2. Delivery

Buy On Purpose 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).

Buy On Purpose 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 Buy On Purpose shall be at no additional cost to the Authorized User.

3. Returns

End users shall coordinate returns with Buy On Purpose. Buy On Purpose shall allow Authorized Users a minimum of thirty (30) calendar days for returns.

Buy On Purpose 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.

4. Backorders

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

At the point of notification, Buy On Purpose 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.

Buy On Purpose shall not cancel any backorder or automatically substitute any product on backorder without the express approval of the Authorized User.

Buy On Purpose shall not charge Authorized Users for any product that is back ordered until the product is shipped.

5. Product Recycling and Disposal

Buy On Purpose shall accept spent cartridges for recycling at no additional cost.

Buy On Purpose 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, Buy On Purpose may accept empty OEM cartridges for recycling.

Shop@UW Customers will coordinate cartridge return through MDS.

All other Authorized Users should follow the instructions below:

Cartridge Return: Email or call Buy On Purpose and let the Customer Service Representative know that you have cartridges that need to be picked up. Buy On Purpose 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. Alternatively, they may arrange pickup by CS Logistics.

6. Packaging and Installation of Toner Cartridges

Buy On Purpose’ toner packages include installation instructions.

Each toner is in an anti-static moisture proof bag that is heat sealed. (See picture A)

Each toner is placed in a protective cradle in the carton. (See picture A)

Upon removal of the toner cartridge from its carton, cradle and sealed package, shake it gently from side to side to distribute the toner evenly in the cartridge.

Remove the orange plastic guard OR protective black paper from the roller area. (See picture B)

Remove the sealing tape from the cartridge by grasping if firmly and pulling it out of the cartridge with a rapid and constant motion. (See picture C).

Install the cartridge in the printer in the same manner you would install any remanufactured or OEM cartridge.

(PICTURE A)

(Picture B)

(Picture C) image1.jpeg image2.jpeg image3.jpeg