Below are some facts, forms and guidelines to help you better understand and manage the process and procedures for purchasing, tracking and maintaining copiers. These may be qualified depending on your situation, so call Purchasing if you have any questions.
- GENERAL. All requests for new copiers must go through Purchasing.
- AUTHORITY. Other than the purchase order to the Contractor, no other lease or rental agreements from any leasing companies are to be signed by anyone. Only the Purchasing Agent is authorized to sign contracts of any nature.
- COPIER CONTRACT. The City uses the State of WI Contract for obtaining all copier requests. The contract contains an extensive list of copiers designed to meet any agency's level of need. Any copier request for deviation or exception from the state contract will require a bid waiver / justification and / or will be subject to competitive bids.
- STATE CONTRACT. Get a copy of the complete State Contract, which details information on vendor ratings, up-time guarantees, features, costs, etc.
- AGENCY PLANNING PROCEDURES. Purchasing will assist individual agencies in evaluating current needs to upgrade or purchase new copiers. Please have the following information available:
- Estimated monthly volume
- machine features and accessories
- RENTAL PURCHASE AND LEASE. The machines on all contract levels are available for rent, purchase or lease.
- ACQUIRING LARGER MACHINES: If an agency decides to acquire a larger machine than that listed in the contract level their monthly copies place them, they may choose a machine from a higher level under the following conditions;
10.1 The minimum monthly copies for that higher level is waived & replaced with the minimum for the lower level.
10.2 The cost(s) in the higher level is not increased.
10.3 This may only be done with the approval of the vendor in the higher level who agrees to the above conditions
- LAN-CONNECTED MACHINES. The new generation of copiers are also designed to be networked and used as a fax. Purchasing highly encourages integrating these options with the copiers as an effective cost control measure. Savings can be realized by eliminating the initial purchase costs of the printer and the fax as well as costs associated with supplies (toner, etc.) and maintenance.
The City's IS Department will need to be involved early on when considering LAN connected machines to ensure compatibility with our network environment.
A WI state study has recently been completed comparing the Life-Cycle-Cost/Total-Cost-of-Ownership (LCC/TCO) of Computer Printers versus Network Connected Copier/Printer MFP (multi-function product). The study projected the LCC/TCO for 36-months at a set number of monthly copies/pages. In almost all cases (except for a few small rental copier/printer MFP's) the 36-month LCC/TCO cost for a Network Connected Copier/Printer MFP was lower than a Computer Printer. In these times of budget shortfalls, this may be very good news as a way to save tax dollars. The complete study has been attached to VendorNet as part of Copier Contract 15-60042-211.
- MAINTENANCE: Agencies are required to obtain maintenance from the contractor for the contract period for all Copy Machines on this contract. The per copy cost for maintenance includes all supplies, such as, toner, developer, staples, staple wire, dispersant and any other consumable supply item necessary for the operation of the copy machine except paper (maintenance cost does not include binding tape or glue binding material).
- LENGTH OF RENTAL OR LEASE CONTRACTS: The standard contract length for Rental, Lease and for Maintenance is 36-Months. However, agencies may now negotiate LOWER COST extended (contracts may not be shorter than 36-months) contract lengths, i.e. 42-Months, 48-Months or 60-Months, etc., with the vendor which will allow the agency additional leeway in adjusting the cost down for their individual machine placement situations. SPECIAL NOTE: All orders where the length of contract is changed beyond 36-months MUST be reviewed by the Purchasing. The Vendor or Agency will contact the contract manager to ensure that each agreement is in the best interest of the City.
- TAXES: All property taxes incurred on rental or lease machines during the entire rental or lease period are the responsibility of the contractor to pay for and not the state. This means contractors must not submit invoices for Property Taxes for any Rented machine on this contract. Each time an invoice is received for Property Taxes, Liquidated Damages of $25.00 will be assessed against that contractor. The $25.00 Liquidated Damage charge may be used by the Agency to reduce outstanding or future contract charges
- ORDERING (PURCHASE ORDERS):
12.1 The State copier contract contains all necessary conditions and specifications so agencies WILL NOT sign vendor-supplied contracts. Agency Purchase Orders will serve as the only required contract document.
12.2 All purchase orders should be made out to the contractor c/o the service dealer doing the maintenance for that machine, OR, as agreed to between the agency and contractor, taking into consideration whatever will work with the agency computer system.
12.3 Vendors are required to review each Purchase Order received for correctness and inform the ordering agency of any errors or disputes with the information listed on the order within 30 days after receipt of the order.
- PURCHASE ORDER REQUIRED INFORMATION. The following information must be shown on all POs for any copier agreement.
- Make & Model
- ID #
- Ser #
- Term and type of Contract: (e.g. 2nd of 3rd year rental)
- Effective Dates of Maintenance Contract
- Cost per copy
- # Copies per month
- Location of machine (Address, Room #)
- In addition to details above, additional purchase order language as shown below must be listed on all purchase orders.
- ADDITIONAL PURCHASE ORDER LANGUAGE: Purchase Orders must include language listing all necessary items for each machine placement. Below is sample language. You may customize the language to fit your requirements.
14.1 RENTAL PO LANGUAGE:
"36 Month rental of a new XXX XXXX copier chosen from Level XX. This Purchase Order covers the period XX/XX/XX thru XX/XX/XX. Additional Purchase Orders will be issued to complete the 36 month rental period. The 36-Month Rental period will end on XX/XX/XX. The per copy rental cost includes on-site maintenance, all parts & labor, including drum, as well as, all supplies, such as, toner, developer, dispersant, staples or staple wire and any other consumable supply item necessary for the operation of the copier & copier features except paper. The rental cost includes delivery, installation, setup, training and removal.
SPECIAL NOTE: Per contract conditions, all Property Taxes due on this Rental machine are the responsibility of the Contractor to pay for and not the State (Per Contract Specifications).
The contractor is to invoice for the monthly rental using the per copy cost listed in the bulletin except that the contractor may, but is not required to, invoice for the minimum copies per month when actual copies fall below that level. The number of copies made by machines on this contract may be averaged over a 12 month period to meet the monthly minimum number of copies. The minimum number of copies for this level is XX,XXX copies. This Purchase Order is for encumbrance purposes only as actual monthly costs will be based on the actual copies made each month times the per copy rental cost. The per copy cost of $.XXXX is firm, except for decreases, and cannot be increased during the life of the contract. This purchase order is the only contract the state is required to sign and issue for this rental placement, as contractor furnished rental contracts will not be signed."
"$.XXXX (per copy cost) x XXX,XXX (minimum number of monthly copies) = $XXXX.XX x XX (number of months of this Purchase Order) = $XXXX.XX (estimated cost)"
14.2 OUTRIGHT PURCHASE PO LANGUAGE:
"Purchase of a new XXX XXXX copier chosen from Level XX. The purchase cost includes delivery, installation, setup & training."
14.3 LEASE W/OPTION TO PURCHASE PO LANGUAGE:
"36 Month Lease W/Option to Purchase of a new XXX XXXX copier chosen from Level XX. This Purchase Order covers the period XX/XX/XX thru XX/XX/XX. Additional Purchase Orders will be issued to complete the 36 month lease w/option to purchase period. The 36-Month Lease period will end on XX/XX/XX. The lease w/option purchase cost includes delivery, installation, setup, training and removal. The per month payment of $XXX.XX is firm, except for decreases, and cannot be increased during the life of the contract. This purchase order is the only contract the state is required to sign and issue for this lease w/option to purchase placement, as contractor furnished contracts will not be signed."
SPECIAL NOTE: Per contract conditions, all Property Taxes due on this Leased machine are the responsibility of the Contractor to pay for and not the State (See Contract Specifications).
$XXXX.XX (per month cost) x XX (number of months of this Purchase Order) = $XXXX.XX (total order cost)"
14.4 MAINTENANCE PO LANGUAGE: (NOTE: Supplies are a separate item for Digital Stencil Duplicators)
"This Purchase Order is for the first year of maintenance for the XXX XXXX copier taken from Level XX. The maintenance cost must remain firm for three (3) years for all copy machines and includes all parts and labor, including drum, as well as, all supplies, such as, toner, developer, dispersant, staples or staple wire and any other consumable supply item necessary for the operation of the copier and the copier features except paper. The contractor is to invoice for the monthly maintenance using the per copy cost listed in the bulletin except that the contractor may, but is not required to, invoice for the minimum copies per month when actual copies fall below that level. The number of copies made by the machines on this contract may be averaged over a 12 month period to meet the monthly minimum number of copies. The minimum number of copies for this level is XX,XXX copies per month. The contractor is required to invoice on a monthly basis or as agreed to between the Agency and Contractor. The per copy cost listed in the bulletin cannot be increased for 3 years. This Purchase Order covers the period XX/XX/XX thru XX/XX/XX. For each additional year a new purchase order will be issued. The 36-Month Maintenance period will end on XX/XX/XX. This purchase order is the only contract the state is required to sign and issue for maintenance, as contractor furnished maintenance contracts will not be signed."
"Per copy cost for all 3 years is $.XXXX. $.XXXX(per copy cost) x XXX,XXX(monthly minimum) x XX(# of months) = $XX,XXX.XX"
- PERFORMANCE GUARANTEE: The State is requiring an UP TIME GUARANTEE on the machines stated in this bid of at least 95% during every calendar month. Downtime is calculated from the time the agency places the call, and ends when the machine is up and running, and is based on the machine being inoperative, the copies/pages made are unusable, or, a major feature is not usable (i.e. document feeder, auto duplexing, finisher). The State is the sole judge of what is considered downtime. (A calendar month consists of normal business hours Monday through Friday, Wisconsin legal holidays excepted which means there are 8.7 working hours of downtime allowed each month on average.) If any machine fails to meet this 95% up time requirement for one month, the State may require the vendor to do a like-for-like replacement of that machine. If, within 90 days after installation, the replacement machine also fails to live up to the 95% performance guarantee, the contract may be cancelled for that machine and the contractor will be required to remove their machine under specific conditions. Please consult the State Contract for complete details.
Loaner Machines: If a machine is down for more than ONE working day, the contractor is required to furnish a "loaner" like-for-like replacement, until the agency machine is repaired. (Like-for-like replacement = a machine in perfect working condition that has the same approximate features and speed.)
Rental Machines: If a machine does not meet this 95% requirement during a month, the agency is only responsible for paying for the actual copies/pages made during that month.
Outright Purchase and Lease W/Option to Purchase Machines: If a machine does not meet this 95% requirement during a month, the vendor may be asked to give a credit to the State against the maintenance invoice for the machine in question (see example). The credit will be based on the minimum monthly maintenance charge. Also, the State is requiring that the "Up Time Guarantee" remain in force for as long as the agency maintains a continuous maintenance agreement with the contractor.
Example: If a machine is operational 80% of the time during a given month, then the downtime credit will be 20% of the monthly maintenance minimum. If the up time is 95% or greater, then no credit will be required.
- STATUS EVALUATION. Please review the status of your copiers NOW. Pay particular attention to beginning and ending lease or rental dates. Consult with Purchasing at least 4 months before your agreement expires to allow adequate comparison and testing of options. Also, make sure that there is a maintenance agreement in place for you copier, unless it is decrepit, on the verge of being replaced, or is a really low volume machine.
- The copier inventory form was created to enable Purchasing and agencies to track contract terms and maintenance agreements more efficiently. Please fill out the table and return or email the form back to Purchasing as soon as practicable.