Printing and Copying Machines and Solutions CUAPCS2018

Panel 1 – Multifunction devices (MFDs)

An MFD is a document output machine that performs two or more of the following functions: printing, copying, scanning, and faxing.

Panel 1 allows customers to make outright purchases of MFD products, with the option of buying additional Cost-Per-Copy (CPC) maintenance plans. These optional CPC maintenance plans are paid for on a ‘price per page printed’ basis for a period of up to five years and include the replenishment of consumables.

For further information, go to:

• Product Catalogue for Panels 1 & 2
• User Guide Product Catalogue for Panels 1 & 2

Panel 2 – Single-function printers (SFPs)

An SFP is a document output machine that can print paper documents, but cannot copy, scan, or fax.

Panel 2 allows Customers to make outright purchases of SFP products, with the option of buying additional Cost-Per-Copy (CPC) maintenance plans. These optional CPC maintenance plans are paid for on a ‘price per page printed’ basis for a period of up to five years, and include the replenishment of consumables.

For further information, go to:

• Product Catalogue for Panels 1 & 2
• User Guide Product Catalogue for Panels 1 & 2

Panel 3 – Managed print services (MPS)

MPS is a way in which customers can purchase the ability to print, scan, copy, and fax paper documents on their premises without having to own or lease the devices.

Instead, the printing and copying machines are typically owned by the contractor, who charges an all-inclusive CPC fee (or another equivalent billing method) for the right to use the contractor’s machines for a period of up to five years.

In return, the contractor will provide ongoing maintenance and optimisation of the fleet, including machine maintenance and replenishment of consumables.

Panel 4 – Consumables

Consumables are the toner cartridges, drums, and other components that allow an MFD or SFP to output paper documents.

Customers that do not have a CPC maintenance plan with an MFD or SFP contractor can purchase consumables from this panel on an as-needed basis.

For further information, go to:

• Product Catalogue for Panel 4

Out of scope activity

Panel 4 (Consumables) does not include copy paper.

The products and services under this CUA are mandatory for purchases in the metropolitan area as defined by Zone 1 in the Buy Local Policy and non-mandatory for all other regions.

Panel 1 (MFDs) and Panel 2 (SFPs)

The following buying rules apply to purchasing MFDs and SFPs under the CUA:

Panel 3 (MPS)

The following buying rules apply to purchasing MPS under the CUA:

MPS is a quotation based panel, and there is no price schedule. Therefore, please seek competitive quotes from the panel according to the buying rule above.

As a general guide, there are two sets of services that are available from the MPS panel:

1. Assessment services
2. Optimisation and ongoing maintenance

Assessment services are intended to provide you with an optimisation roadmap and a review of your printing and copying fleet. These services are available for customers that do not have the internal capability to perform their own assessment, or those that wish to seek a second opinion.

Optimisation and ongoing maintenance is intended to provide you with a term contract of up to five years where you pay a Cost-Per-Copy, or other similar fee-for-service, for the right to use the contractor’s printing and copying machines on your premises.

If you have already requested quotations from all suppliers for an assessment and you wish to progress your MPS project to the ‘optimisation and ongoing maintenance’ stage, you do not need to request written quotations from all panel members again. In that instance, you can choose the supplier that provides the best value-for-money optimisation roadmap at the assessment stage.

Panel 4 Consumables

The following buying rules apply to purchasing consumables under the CUA:

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 either the contract manager or the Director of Common Use Arrangements 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, see the State Supply Commission Open and Effective Competition Policy. 

For guidelines on what to include in an exemption request, please refer to the Procurement Practice Guidelines – Common Use Arrangements.

As part of the tender process, contractors on this arrangement have provided details of, and have been evaluated on, their capacity to recycle, in particular:

• the provision of a consumable cartridge collection service from the Customer site
• recycling of toners and printer cartridges

The matrix below lists all contractors on the CUA and the goods/services they have been contracted to provide. Please refer to the What’s on Offer? section for categories.

Please view each contractor's relevant procurement lifecycle documentation, including details of their regional supplier networks.

• Do your research – use the assessment services under Panel 3 to establish a roadmap to an optimised fleet of printing and copying machines.
• Make use of the Device comparison and Total Cost of Ownership (TCO) calculator available as part of the Product Catalogue to assist in identifying the best “fit” for your requirements.
• Actively manage your fleet of Printers and Copiers to ensure you are utilising your fleet of Printers and Copiers to maximise the life of each machine.
• Set black as the default setting across your printer fleet.
• Investigate “password protect” or “follow me printing” options to reduce wastage and unnecessary printing. The Department of Finance has reduced its copy paper usage by approximately 1/3 through this initiative. Please feel free to speak to the CUA contract manager for further information.

Pricing

Panel 1, 2 and 4

Refer to the Product Catalogue for Panels 1 & 2 or Product Catalogue Panel 4 for all listed products and services.

If your requirements cannot be met by the listed products and services you can seek quotes from the contractors using the Quote Form (Panel 1 and 2) for any non-listed items. However, you need to document on file that the items listed on the product catalogue cannot meet your needs.

Panel 3

Seek quotes from the contractors using the Quote Form (Panel 3).

Payment by Purchasing Card

The government Purchasing Card offers a quick and convenient method of payment allowing many goods and services to be efficiently purchased.

Always remember to inform the supplier that you will be paying by government Purchasing Card, at the time of ordering the product or service, and ensure they clearly understand that they must send the tax invoice directly to you, the cardholder.

Depending on the value of the procurement, you may have to seek quotations from multiple contractors or be able to engage a contractor directly.

Panel 1, 2 and 4

Refer to the Product Catalogue Panel 1 and 2 or Product Catalogue Panel 4 for all listed products and services.

If your requirements cannot be met by the listed products and services you can seek quotes from the contractors using the Quote Form (Panel 1 and 2) for any non-listed items.

Panel 3

Seek quotes from the contractors using the Quote Form (Panel 3) . For more information on thresholds, please see the Buying Rules.

• Check your invoices to ensure the correct price has been charged
• Manage your contract term – keep an eye on your contract expiry date
• Test the market on a regular basis to see what the other contractors on the CUA are offering
• Check invoices for accuracy before authorising payment.
• Monitor service level compliance.
• Document any issues as they arise even if they are resolved. This will assist in ongoing supplier performance management.

If you are unable to resolve issues please contact the CUA contract manager.