Computing and Mobile Devices CUACMD2014

Description and categories

There are currently fifteen product types available under this CUA. Additional product types may be added over the term of the CUA as government requirements change.

Business grade devices

These devices are sometimes referred to as ‘enterprise grade’ devices, as they have characteristics such as durable chassis, long product lifecycles and remote access and diagnostics. Warranties can be extended beyond the default one-year period. The product types that apply to the business grade devices are as follows:

• Desktops
• Notebooks
• Chromebooks
• Tablets and phablets
• Hybrids
• Workstations
• Other.

Consumer grade devices

By default, consumer grade devices do not have the enterprise level features discussed above. For this reason, they tend to be cheaper. The product types that apply to consumer grade devices are as follows:

• Desktops
• Notebooks
• Chromebooks
• Tablets and phablets
• Hybrids
• Other.

Thin and Zero Client devices

Thin and Zero Clients are devices that cost much less than a traditional computing and mobile device. They have either very limited or no processing power, storage and memory. Despite this, they could be well suited to agencies that wish to move to a more virtualised environment in which servers provide the required processing power (rather than the device itself). The product types that apply are as follows:

• Thin Clients
• Zero Clients.

Brands available

A total of 14 brands are currently available from the CUA:

• Acer
• Apple
• Asus
• CDM
• Dell
• Dell Wyse
• EDsys
• Hewlett-Packard (HP)
• Lenovo
• Lenovo VXL
• LG
• Microsoft
• Samsung
• Toshiba.

Computer accessories

We recommend purchasing accessories from our CUA suppliers to ensure compatibility with CUA devices. The following items are available by sending quotes to qualified suppliers: 

• Monitors
• Keyboard & Mouse combo’s
• External webcams
• External hard drives
• USB hubs
• Y cables
• Docking stations
• Notebook Batteries
• Notebook Battery Charging Packs (AC adapters)
• Security locks
• Notebook Carry bags
• External Bluetooth (dongle)
• External speakers
• Memory sticks (USB)
• Anti-theft solutions and software
• Blu-Ray players
• Head phones
• Graphics Cards

For further information, please refer to the Glossary of Terms in Supporting Information of this document or speak to the contract manager

Out of scope activity

• Ruggedized computing and mobile devices are out of scope of this CUA.
• Wearable devices (such as smart watches) are currently out of scope of the CUA.
• Tablets and phablets that are bundled with data plans are also out of scope.

Keep in mind before you buy

Please confirm the internal agency buying rules within your organisation. Existing contracts will need to be fulfilled before you transition to this CUA.

Quote form

There are monetary threshold buying rules that apply to this CUA. Thresholds below are GST inclusive.

Buyers are required to seek quotes from CUA suppliers according to the following buying rules:

Policy requirements

Buyers should be aware of the following requirements under State Supply Commission policies and Treasurer’s Instruction 820, and whether or not they are applicable to purchases from this CUA:

Exemption from using this CUA

Government Procurement is responsible for processing and approving all requests from public authorities seeking exemption from using a mandatory CUA. Requests for an exemption are considered on a case-by-case basis and a requesting agency must be able to demonstrate that a business need cannot be adequately met by the relevant CUA.

Exemption requests should be directed to the Director of Common Use Arrangements or the contract manager in the first instance. Requests for exemption may be received by posted letter or email, but must be in writing and provide sufficient explanation and background to enable the request to be considered. The requesting officer should be the Accountable Authority or delegate of the agency.

For guidelines on what to include in an exemption request, please refer to Making a purchase without a competitive process

How does this CUA impact on people and planet?

This contract was developed in accordance with the State Supply Commission’s Sustainable Procurement Policy

As part of the tender process, contractors on this arrangement have provided details of, and have been scored on, their corporate social and environmental responsibility, and the initiatives they have in place to support this.

Examples of initiatives include:

A panel of contractors for you to choose from.

The Price Schedule provides more detailed information about discounts on the brands and product types that each contractor is qualified to sell.

Buying tips

• If you require a computing or mobile device, the easiest way to do this is to fill in the Quote Form with the specifications that you require, and send it to suppliers according to the following Buying Rules:
  • Up to $500,000 – Request written quotation(s) from at least one contractor or the nominated dealers.
  • Above $500,001 – Request written quotations from more than one contractor or the nominated dealers.
• You can also contact the suppliers below to gain an appreciation of what their offerings are before sending a request for quote. Suppliers are able to offer or suggest any brand and product type that they are qualified to sell.
• Ways to reduce the total cost of ownership of your computing and mobile devices include:
  • Purchasing at volumes that attract a discount for economies of scale
  • Purchasing products with Energy Star/EPEAT certification
  • Taking advantage of supplier take-back schemes where available.

Pricing and payment options

There is no longer a mandatory price list of products for this CUA. So when buyers issue a quote to CUA contractors, these suppliers are able to suggest any device that they are qualified to sell in terms of brand and product type.

Refer to the Price Schedule and Who are the contractors? for more information.

Total cost of ownership

Consider the total cost of ownership, not just the initial purchase price in your value for money decision. This includes:

Direct costs, such as:

• Hardware and software acquisition
• Installation
• Maintenance
• Training and support.

Indirect costs, such as:

• Overheads
• Upgrades of existing infrastructure to accommodate new systems.

Additional charges

Additional charges may apply to some CUACMD2014 purchases.

This CUA is mandatory in the Perth region for WA Public Authorities to procure computing and mobile devices, including tablets, phablets, and hybrid computers that are not bundled with data plans. If you buy one of these products from the CUA, and then subsequently need to connect it to a mobile network, additional costs will apply.

In these cases, it is mandatory (Statewide) to procure the mobile network (data plan for 3G or 4G) under CUA 56808 Telecommunication Services, Category C – Mobile Network Services (Voice and Data), Sub-Category C1 – Mobile Network/Cellular Services (airtime services) . The contractors are Optus Networks Pty Ltd, Telstra Corporation Ltd and Vodafone Australia Pty Ltd.

Note: Department of Education and schools, for enquiries please call (08) 9264 5555 (Metro) or 1800 012 828 (Regional), email customer.service.centre@education.wa.edu.au

Step by step buying process

Placing your order

Orders can be placed directly with contractors by phone, or alternatively via e-mail using the Quote Form

What to do with the Quote Form

Buyers are required to seek quotes according to the What are the buying rules?

The best way of using the Quote Form is to list the specifications and functionality that you need within it, and then send it to qualified contractors.

Agencies must manage the quotation process in accordance with the terms and conditions detailed in the agency’s Partial Exemption, including documenting the agency’s value-for-money decision.

Buyers should be aware that for purchases from this CUA that are $50,000 and above they must:

• publish details of their purchase, or any variation to any purchase under this CUA, on TendersWA in accordance with State Supply Commission supply policy (SSC policy)
• record the purchase on the agency’s contract register as required by SSC policy and TI 820.

Buyers should also be aware that for purchases from this CUA that are valued at $5 million and above, they must also submit a procurement plan, an evaluation report, a contract management plan or any variation for any purchase under this CUA in accordance with SSC policy.

Please note that public authorities are not required to request advice or approval from the Department of Finance, regardless of value, when seeking an exemption from the minimum requirements of the Open and Effective Competition Policy and the use of mandatory Common Use Arrangements for a purchase from an ADE or an Aboriginal Business.

Active contract management pays off

Lost and stolen notebook computers

Each year a number of notebook computers and tablets/phablets (as well as mobile phones) are lost or stolen. This number may increase as more of these devices are purchased to support a mobile workforce. Apart from the inconvenience and cost of replacement, there is the risk of losing government information. It is recommended that buyers of these devices consider the following:

1. Do not save documents or files locally on to the device. Only access files that are stored on secured systems and network drives unless encryption software is enabled to secure the information.
2. Make sure that the device has a robust password mechanism, and malware and virus scanning software installed. If additional security is required your departmental IT help desk will be able to assist.
3. Do not allow unauthorised use of your notebook computer by a third party.
4. Report the loss of the device immediately to your department IT help desk. The help desk will disable the logon. It may also be possible for a notebook to be wiped and/or disabled remotely.

Delivery for business grade devices, and thin & zero clients

For both ‘Business Grade Devices’ and ‘Thin & Zero Clients’, delivery will be free to any nominated delivery point located within the State Supply Commission Zone 1 Area (i.e. Perth Metropolitan Area).

Your contractor may fulfil deliveries through their own freight arrangements, or you can arrange your own freight of the products. In this case, your contractor must cooperate fully with your nominated hauler.

The contractor may use their network of agents/resellers/supply chain partners to fulfil delivery.

Generic delivery requirements (all devices)

The required timeframe for delivery of all Products from receipt of order will be:

• Less than 11 working days from the receipt of the order for metropolitan purchases and less than 21 working days for purchases requiring regional delivery; or
• As agreed with the Customer.

If an order cannot be delivered in accordance with the Order, the Contractor must notify the Customer within 24 hours of the receipt of the Order.

Generic warranty requirements (all devices)

For all products sold under this CUA, a minimum one (1) year manufacturer’s warranty applies.

Warranty and related requirements for business grade devices, and thin & zero clients

In addition to the minimum warranty requirements for all devices stipulated above, all ‘Business Grade Devices’ and ‘Thin & Zero Clients’ have an optional three year warranty (as a product upgrade), with the following characteristics:

• Three years onsite support next working day for SSC Zone 1 Perth Region on all parts and labour.
• Three years return to base/depot within 5 working days for SSC Zone 2 and 3 on all parts and labour.
• Warranty must include all hardware and proprietary software associated with the product, from the date of the invoice. The warranty must all include all costs associated with servicing the warranty, as detailed in the General Conditions.
• The contractor must warrant that all products supplied in the order/customer contract will be free from deficiencies in design, performance, materials, or workmanship. All products will be free from damage at acceptance of delivery.
• During the warranty period the supplier shall, without delay and at no cost to the customer, correct all defects and omissions in the goods covered by the warranty by way of repair, replacement or modification of other means acceptable to the customer. If the product cannot be repaired within three working days of the contractor or their nominated supplier/reseller gaining access to the equipment, the contractor will provide a replacement product for the duration of the repair. In the case of the faulty product not being able to be repaired, the confidentiality of the data on the hard drive must be ensured and the disk must be purged. The contractor must meet all costs incidental to the discharge of its warranty obligations, including any packing, freighting, reconfiguration and loading of software, disassembly and reassembly costs. Replacement parts shall be identical to, or supersede the components used in the original configuration.
• No restrictions are to be placed on the customer’s support staff opening the case and installing other compliant products procured from any source. Customer staff should not be expected to diagnose the cause of a fault but will provide as much information as possible to assist the technician with remote diagnosis.
• The contractor must maintain a database of all computers supplied including a configuration list and a comprehensive repair and maintenance history. The database shall permit the recall of data and verification of warranty status using each computer’s serial number without the need to provide any ordering data.
• The contractor shall retain full control and responsibility for all warranty service. Where any third-party involvement occurs, either through the transmission of component manufacturers’ warranties or through the use of sub-contractors, this must be conducted in a seamless and transparent manner.

NOTE: Many contractors are able to provide extended warranties that are longer than the three years stipulated above.

Glossary

Below are definitions of key terminology, including product types. If you require any further explanations, that please consult the contract manager

Business grade device

Business grade devices are ‘enterprise level’ computing or mobile devices that are suitable for use in corporate and office environments due to their durability, build quality, extended warranty options and ability to integrate well with mainstream business and productivity applications. Business grade devices are also known for the following characteristics:

• Fault tolerant
• Scalable and expandable to large organisations
• Longevity and stability in product availability and supply
• Customisable to the organisation
• High reliability
• Enhanced security features and/or options
• Capable of storing asset number (within the BIOS or equivalent)
• Genuine OEM Operating System License (often with ‘version downgrade’ options)
• Battery life of at least three hours if it is a portable device
• Encryption tools
• Remote access and remote configuration capabilities.

Due to the qualities described above, business grade devices tend to be more expensive than consumer grade devices.

Chromebook

Chromebooks are notebooks, hybrids, or other portable computing devices that run a Google operating system called ‘Chrome OS’. They are often many times cheaper than Windows or Apple OSX based computers, but they usually have minimal processing power, memory, and local storage. This is because Chromebooks are designed to operate whilst being connected to the Internet, with most of the applications and associated data residing in Google’s “cloud”.

Computing and mobile device

Computing and mobile devices are defined as fixed or transportable products that can accept and analyse data, run applications, and serve as an endpoint that can be connected to a Local Area Network (LAN) or Wide Area Network (WAN). For the purposes of the CUA, this definition excludes wearable devices, ruggedised devices, and tablets and phablets that are bundled with data plans.

Consumer grade device

Consumer grade devices are a type of computing or mobile device that are not “robust” enough to meet the “Business Grade Device” definition outlined above. Although these devices do not have the build quality, fault tolerance, longevity, or other enhanced features of business grade devices, they are usually much cheaper.

Desktop

Desktops are the most common type of non-portable computing device that are used in office and home situations. They typically consist of a case (or “chassis”) that houses the motherboard, power supply, memory, storage, and other components; as well as a monitor, keyboard, and mouse.

Hybrid

Hybrids combine the mobility and touch-screen display characteristics of a tablet with the ease of use that a conventional keyboard has in relation to typing. The keyboard input devices that are bundled with hybrid devices are sometimes detachable.

Notebook

Notebooks are sometimes referred to as laptops, and can be described as portable computing devices that combine a display and keyboard that can be closed in a ‘clamshell’ manner for transport to another location. One of the newest and most popular variants are ultrabooks, which are very light and portable Windows-based notebooks that rely on fast solid-state storage instead of slower traditional hard drives. MacBook Air products are very similar to ultrabooks, but they are not regarded as ultrabooks because they run Apple’s OSX operating system.

Phablet

Phablets are highly portable battery-operated computers that are almost as small as smartphones (“phablet” combines “phone” and “tablet” into the same word). Like tablets, phablet products have touch-screen displays that act as an alternative to using a keyboard or mouse. The most common operating system platforms are Apple iOS, Android, and Windows. However other platforms also exist.

Tablet

Tablets are highly portable battery-operated computers, with touch-screen displays that act as an alternative using a keyboard or mouse. However they sometimes come with accessories that allow the user to connect a keyboard. The most common operating system platforms are Apple iOS, Android, and Windows. However other platforms also exist.

Thin client

Thin clients are computers that have very minimal processing power, memory, or storage, and have a reduced operating system (such as Windows Embedded). Instead, thin clients rely on the servers of a given organisation to provide the required processing power and computation. This means that they are much cheaper than more traditional computers, and may enable some organisations to save on cost by combining a fleet of thin clients within a ‘virtual desktop infrastructure’ (VDI).

Workstation

There are two types of workstations associated with the current CUA. The first type of “fixed workstations” are desktop computing devices that are not servers, but nonetheless have very powerful CPU’s and/or graphics cards, and a large amount of storage and memory. They are typically used for tasks that are very demanding in terms of computation, such as video and multimedia. This first type of workstation often uses high-end Intel Xeon or AMD Opteron microprocessors (but not always).

Portable versions of fixed workstations called “mobile workstations” are also covered by the CUA. Although they are typically less powerful and resemble very heavy laptops, the advantage of mobile workstations is that they can be transported from location to location. Like fixed workstations, these devices can be used for tasks that are very demanding in terms of computation.

Zero client

Zero clients are a type of thin client that do not have an operating system, but instead use efficient ‘dedicated hardware’. They also have no CPU, no memory, and no local storage. However, the value proposition of zero clients is similar to that of thin clients. Since they are much cheaper than traditional computers, they may enable some organisations to save on cost by combining a fleet of zero clients within a “virtual desktop infrastructure” (VDI).