Contract 2390 Imaging Devices - Hardware

  • Mandatory
Updated: 15 Nov 2018
Date:
14 Aug 2012 - 29 Nov 2020
Contract Number:
2390
Type:
Whole of government
Managed:
Digital.NSW
The contract covers both purchasing and rental of printers, scanners, photocopiers and multifunction devices.

Range of products and services

This contract is for the:

  1. purchase of imaging devices and associated maintenance agreements to provide maintenance, service and parts and toner for imaging devices
  2. short-term rental of imaging devices.

The imaging hardware that can be purchased or rented includes:

  • multifunction devices (including standalone photocopiers)
  • single function laser printers
  • scanners
  • facsimile machines
  • large format printers.

Managed print services, or provision of imaged devices through a managed service, is not available through this contract.

Short-term rentals

To fulfill emergency and short term requirements a rental facility is available.

This is limited to 1 year as rental is a comparatively expensive method of provisioning imaging devices and any requirement over 1 year should be fulfilled by other methods.

Maintenance agreements

A maintenance agreement is a contract between the buyer and the supplier for a set term. Depending on the nature of the devices purchased the maintenance agreement may be put in place by default or alternatively be at the request of the buyer.

This maintenance agreement includes all repairs, servicing, toner and transportation costs and will be charged on a per impression (click rate) for every page printed. Colour and mono (black and white) have different click rates. The supplier may only provide toner through a maintenance agreement for hardware paid for through copy cost/click rate. Toner cannot be provided as a separately priced consumable or as an accessory to a device under this contract. For NSW Government, all toner purchased outside of maintenance agreements can be purchased through Office Supplies contracts established by the NSW Government.

Under any maintenance agreement, the supplier will provide all service, maintenance, parts and toner as required ensuring the devices are maintained to the manufacturer's recommended operational standards.

Travel charges are not incorporated in the click rate. Travel may not be charged to locations within 100km from a service centre and within the greater Sydney metropolitan area.

If the location is outside of that, there is a per kilometre rate which is calculated on a one way basis, not both out and back.

Multifunction devices

The maintenance agreement will automatically be put in place when a multifunction device is purchased. The period is for 5 years, with a fixed click rate to protect the buyer from unjustified rate increases. The buyer may opt out or amend with agreement of NSW Procurement. This is to ensure the buyer is fully aware of the consequences and risks.

Laser and large format printers

A maintenance agreement will be available to the buyer if required.

Availability of maintenance agreements

Type of deviceClick rate with tonerClick rate without tonerDefault period
Multifunction devicesYesNo5 years
Laser printersYesYes3 years
ScannersNoNoNA
FacsimileNoNoNA
Large format printersYesNo5 years

Warranty

All devices sold are to be covered by a minimum warranty period:

  • multifunction devices: 5 years
  • laser printers: 3 years
  • scanners: 1 year
  • facsimile: 1 year
  • large format printers: 3 years

Optional extended warranties may also be purchased at an additional cost.

In the event of product failure the supplier shall replace or make good the defective items or parts thereof delivered to such a destination as directed by the customer, or at the option of the buyer, pay the buyer an amount equal to the cost of the goods, which have failed.

Within the warranty period, where it is demonstrated that a device is "out-of-service" consistently on a regular basis, thereby making hardware use unreliable, the supplier shall replace the machine at their cost with either the same model machine or a machine of similar capacity and features, which is new or at least has undertaken no more duty than the machine replaced.

Each supplier defines “out of service” on a regular basis differently. Please contact the NSW Procurement Service Centre or the supplier for further information. The buyer may also negotiate the definition upon forming a customer contract.

Agency savings opportunity

This contract has some inherent measures to provide savings:

  • For MFDs the fixed copy cost for 5 years. That excludes the typical industry practice of ramping up copy costs over the lifetime of the product.
  • For laser printer, strongly consider the availability of the maintenance agreement as a more cost effective way of purchasing toner. Yields stated on toner cartridges may be misleading, especially if usage patterns include high page coverage.

NSW Procurement recommends obtaining a series of quotes from suppliers on contract 2390. That is both to enable buyers to negotiate improved pricing, and to ensure that the machine purchased is configured appropriately.

Buyers may find that better prices can be negotiated with the contractor by utilising the RFQ process, especially if they are purchasing in volume. Principal agencies should be implementing sole supplier arrangements in return for significant discounts.

Buyers should undertake whole of life costing, considering not just the purchase price but the click rate. Buyers should take account of the likely volume of print that will be generated through the devices, and calculate the ongoing cost based on the click rates.

The most critical element with regard to savings is controlling colour copy costs. Colour print generally costs 10 times mono print, and it only takes one dot of colour on a page to be charged at the colour rate.

Seriously consider substituting a mono device for a colour device. Consider locking all but a few for access to colour print.

Consider high volume A4 devices in lieu of standard A3 devices. If you have 4 devices on a floor, perhaps only 1 needs to be colour and A3 capable.

Follow me print, or “pull printing” is a method commonly used to control costs. Piles of unused printout are familiar sights in offices. Follow me print ensures that only when the user walks to a machine and instigates the print is the job printed. It can be controlled by a PIN or card. A print can be made from any device on the network, rather than having to direct a print to a device.

Implementing follow me print means that mistaken print jobs can be cancelled more easily and certainly. It not only saves on toner and machine wear, but reduces paper usage. The security advantages are obvious. Reductions in volume of 30% have been claimed.

Extension options

Two extension options, each of 1 year remain.

Eligibility to use contract

Public bodies can purchase from NSW Government contracts under Clause 6 of the Public Works and Procurement Regulation 2019.

Complaints and disputes

If case of a dispute, both the buyer and the supplier must use their best efforts to resolve it.

The buyer should speak to the supplier's customer service representative first. If they can't solve the matter together, the buyer should then contact NSW Procurement.

If the dispute cannot be resolved by mutual agreement of both parties in consultation with NSW Procurement, it will be referred for expert determination. This more formal process will need a higher level of detailed documentation, correspondence and records.

Approved suppliers

ContractorMFDLaser printerFaxScannerLarge format printerDevice rental
HP PPS Australia Pty LtdYesYesYesYesYes 
Ricoh Australia Pty LtdYesYes    
Sharp Corporation of Australia Pty LtdYes     Yes MFD only
Canon Australia Pty LtdYesYes YesYes Yes MFD only
Fuji Xerox Australia Pty LtdYesYes YesYesYes
Konica Minolta Business Solutions Australia Pty LtdYesYes Yes  
Kyocera Document Solutions Australia Pty LtdYesYes   Yes
Proscan Australia Pty Ltd   Yes  
Lexmark International ( Australia) Pty LtdYesYes    
Toshiba (Australia) Pty LtdYesYes    Yes MFD only

ACN

005 002 951

Contact details

Jeff Clark
Account Executive
Phone: 0477 012 232 or 02 9805 2897
Email:jeff.clark@canon.com.au

Jasvinder Chhabra
Sales Manager
Phone: 0431 179 060 or  02 9805 2269
Email:jasvinder.chhabra@canon.com.au


Website: Canon Business Services
Address: Level 4, 160 Clarence St, Sydney NSW 2000
Fax: 02 9883 3650

Approved categories

  • Multifunctional devices
  • Laser printers
  • Scanners
  • Large format printers

Volume discounts

Yes. Canon will consider additional discounts for purchases of multiple units or when the devices are purchased as part of a solution or managed service offering.

Bulk purchase discounts

Yes. Canon will consider additional discounts for purchases of multiple units or when the devices are purchased as part of a solution or managed service offering.

Aggregation discount

Yes. Canon will consider additional discounts for purchases of multiple units or when the devices are purchased as part of a solution or managed service offering.

The level of discount will depend on the specific circumstances of the customer order.

Settlement discount

Nil

Travel rates

DistanceRate
Sydney metro  Free
100 km from service centre  Free
100 km – 200 km from service centre $1.50
Over 200 km from service centre $1.50

ACN

000 341 819

Contact details


Website: Fuji Xerox Australia
Address: 8 Khartoum Road, Macquarie Park NSW 2113

Shane Stewart
Sales Manager
Phone: 0447 631 087 or 02 9856 5336
Email:shane.stewart@aus.fujixerox.com

Approved categories

  • Multifunctional devices
  • Laser printers
  • Scanners
  • Large format printers

Volume, bulk purchase and aggregation discounts

By negotiation

Travel rates

DistanceRate
Sydney metro  Free
100 km from service centre  Free
100 km – 200 km from service centre $1.50
Over 200 km from service centre $1.50

Trading as

HP

ACN

004 394 763

Contact details

Address: Rhodes Corporate Park, Building F, Level 5,  1 Homebush Bay Drive Rhodes NSW 2138
Fax: 02 8003 8549

Jason Van Eyl
Phone: 0417 838 828
Email: jason.van.eyl@hp.com

Approved categories

  • Multifunctional devices
  • Laser printers
  • Scanners
  • Facsimile
  • Large format printers

Volume, bulk purchase, aggregation, settlement discounts

Nil

Other discount

Agreed 10% discount for selected categories on all invoices, ex GST.

Travel rates

DistanceRate
Sydney metro  Free
100 km from service centre  Free
100 km – 200 km from service centre $2 ex GST
Over 200 km from service centre $4 ex GST

ACN

001 065 096

Contact details

Website: Konica Minolta Business Solutions Australia
Address: 4 Drake Avenue, Macquarie Park NSW 2113
Fax: 02 8026 3222

Nicole Said
Strategic Sales - Government
Phone: 02 8026 2536 or  0405 408 080
Email: nicole.said@konicaminolta.com.au

Approved categories

  • Multifunctional devices
  • Laser printers
  • Scanners

Volume discounts

Konica Minolta will negotiate bulk purchase discounts on an individual case by case basis, dependent on device quantities and locations.

Bulk purchase discounts

Konica Minolta will negotiate bulk purchase discounts on an individual case by case basis, dependent on device quantities and locations.

Aggregation and settlement discounts

Nil

Travel rates

DistanceRate
Sydney metro  Free
100 km from service centre  Free
100 km – 200 km from service centre $1.20
Over 200 km from service centre $1.50

ACN

003 852 444

Contact details

Address: Level 4, 6-10 Talavera Road, North Ryde  NSW   2113
Fax: 02 9888 9289

George Melvin
Phone: 02 9888 9999
Email: ordersnsw1@dau.kyocera.com

Approved categories

  • Multifunctional devices
  • Laser printers

Volume, bulk purchase, aggregation and settlement discounts

Nil

Travel rates

DistanceRate
Sydney metro  Free
100 km from service centre  Free
100 km – 200 km from service centre $1.50
Over 200 km from service centre $1.50

ACN

050 148 466

Contact details

Website: Lexmark International Australia
Address: Level 4, Building B, 11 Talavera Road, Macquarie Park NSW 2113
Fax: 02 8401 4000

Dorian Large
National Sales Manager, Enterprise
Phone: 0404 879 277
Email: dorian.large@lexmark.com
Email: nswgovtsales@lexmark.com

Approved categories

  • Multifunctional devices
  • Laser printers

Volume discounts

Yes. Lexmark is able to consider volume/unit discounts and this will be subject to formal approval process considering the volume /units required on a case by case basis.

Bulk purchase discounts

Yes. Lexmark is able to consider bulk purchase discounts and this will be subject to formal approval process considering the volume / units required on a case by case basis.

Settlement discount

0.5% @ 14 days

Travel rates

DistanceRate
Sydney metro  Free
100 km from service centre  Free
100 km – 200 km from service centre Nil - included in price
Over 200 km from service centre Nil - included in price

ACN

052 464 374

Contact details

Website: Proscan
Address: PO Box 505, North Sydney NSW 2059
Fax: 1300 132 450

Warwick Andrews
Phone: 02 9900 2017 or 0407 015 895
Email: wja@proscan.com.au

Approved categories

  • Scanners

Volume discounts

Nil

Bulk purchase discounts

Yes – varies product by product.

Aggregation discount

Nil

Settlement discount

  • 0.5% @ 14 days
  • 0.25% @ 30 days

Travel rates

DistanceRate
Sydney metro  Free
100 km from service centre  Free
100 km – 200 km from service centre $1.35
Over 200 km from service centre $1.35

ACN

000 593 171

Contact details

Website: Ricoh Australia
Address: 2 Richardson Place, North Ryde NSW 2113

Greg Mills
Phone: 02 8977 1111 or 0422 008 258
Email: gregmills@ricoh.com.au

Approved categories

  • Multifunctional devices
  • Laser printers

Volume, bulk purchase, aggregation and settlement discounts

Nil

Travel rates

DistanceRate
Sydney metro  Free
100 km from service centre  Free
100 km – 200 km from service centre $1.60
Over 200 km from service centre $1.60

ACN

003 039 405

Contact details

Website: Sharp
Address: 2, Julius Avenue, North Ryde NSW 2113
Fax: 02 9679 9632

Dale Herringe
Phone: 0402 442 498 or 02 9830 4786
Email: dherringe@sharp.net.au

Grant Clay
Phone: 0412 834 244 or 02 9830 4835
Email: gclay@sharp.net.au

Approved categories

  • Multifunctional devices

Volume discounts

  • 5% per 50 – 99 devices on one order per order
  • 6.25% per 100+ devices on one order per order

Bulk purchase discounts

  • 5% per 50 – 99 devices on one order per order
  • 6.25% per 100+ devices on one order per order

Aggregation and settlement discounts

Nil

Travel rates

DistanceRate
Sydney metro  Free
100 km from service centre  Free
100 km – 200 km from service centre $1.50
Over 200 km from service centre $1.50

ACN

001320421

Contact details

Website: Toshiba
Address: Building C, 12-24 Talavera Road, North Ryde NSW 2113
Fax: 02 9815 6274

Mr Ling Han
Contracts Manager, Electronic Imaging Division
Phone: 02 9887 6054 or 0408 453 527
Email: lhan@toshiba-tap.com

Approved categories

  • Multifunctional devices
  • Laser printers

Volume discounts

Yes - The only condition will be that the order is supplied in a ‘single delivery and invoice’, that is, the goods are not delivered over a period of greater than one month and with more than one invoice. The goods may be delivered to numerous locations.

Bulk purchase discounts

Yes - The only condition will be that the order is supplied in a ‘single delivery and invoice’, that is, the goods are not delivered over a period of greater than one month and with more than one invoice. The goods may be delivered to numerous locations.

Aggregation and settlement discounts

Nil

Travel rates

DistanceRate
Sydney metro  Free
100 km from service centre  Free
100 km – 200 km from service centre $1.50
Over 200 km from service centre $1.50

Code of behaviour

The supplier must, in carrying out this agreement, comply with the codes, policies and guidelines and standards listed in the contract, which includes the Code of Behaviour for the Protection of Children and other Vulnerable People.

The supplier must ensure that all persons working on the site or sites under the contract; including but not limited to the supplier’s employees and managers, consultants and sub-contractors, understand and comply with the requirements shown below:

  • All supplier employees must gain permission to enter the school or facility before commencing work and they may only enter approved areas. The supplier’s representative, or where a sub-contractor is working without the supervision of the supplier, the sub- contractor’s representative, must report their presence to the person in charge of the school or facility on arrival each day and record, in the site visit log, the details of all of the supplier’s or sub- contractor’s employees working at the site or sites that day.
  • Supplier employees should avoid talking with, touching or interacting with any children or residents or other users of the school or facility, except where the work requires it, or in an emergency or safety situation.
  • Supplier employees must only use approved toilets and other facilities, unless the person in charge of the school or facility gives written authority to use alternative arrangements.
  • The work area must not be able to be used or accessed by children, or residents or other users of the school or facility while work is in progress. Clear signs and barricades (where appropriate) must be used to prevent any inadvertent or unauthorised access.
  • Appropriate privacy must be maintained when working on toilets and similar facilities. Supplier Employees must ensure that toilets and similar facilities are not occupied or in use by children, residents or other users before entering to perform work, and that work does not continue when use of the facilities is required.
  • Where practicable male employees should perform work on male facilities and female employees on female facilities.
  • Supplier employees must wear clothing that is tidy and in good condition, including a shirt, shorts or trousers or skirts at all times.
  • Supplier employees should report any concerns about children’s behaviour or child abuse to the person in charge of the school or facility.
  • Supplier employees must wear or carry an identity card at all times when on the site or sites.

Maximum price contract

The pricing listed for the contract is a maximum price only, where the prices and rates listed for the contract represent a ceiling price that cannot be exceeded. Buyers are entitled to negotiate better prices than those listed under the contract.

Prices are established for purchase of devices and accessories to those devices. Where applicable, click rates are established for maintenance agreements.

Ordering and Procure IT

Contract 2390 incorporates the terms and conditions of Procure IT 3.0. Procure IT is the standard terms and conditions utilised by the NSW Government for information technology and telecommunications contracts. It has been drafted in consultation with the Australian Information Industry Association (the AIIA).

The head agreement template, customer contract document, template order forms and applicable modules can all be accessed from the standard contract template page.

The applicable Procure IT modules for contract 2390 are:

Module 1 – hardware acquisition and installation
Module 2 – hardware maintenance and support services
Module 3 – licensed software
Module 5 – software support services

NSW Procurement and the vendors are working on tailored versions of the order forms which will be better attuned to the needs of this contract, and reduce the paperwork for all parties.

Third party purchasing

Approved suppliers/original equipment manufacturers (OEMs) who deliver goods and services through an approved agent (third party/subcontractor/reseller)

Approved suppliers/OEMs under this agreement may offer goods and services using a network of approved agents (also known as subcontractors or resellers).

It is important to note that the binding contractual arrangement lies between the approved suppliers and the eligible buyer.

The approved supplier will capture any approved agent activity through their contractual obligations under the head agreement such as sales reports, price/product management and resolution of disputes.

How to access an approved agent listing from NSW Procurement

Contact the NSW Procurement Service Centre on 1800 679 289 or nswbuy@treasury.nsw.gov.au

Operating hours are 8.30am to 5pm, Monday to Friday.

How to engage an approved agent (third party/subcontractor/reseller)

Eligible buyers are required to place orders directly with the approved supplier who will then instruct the approved agent to supply goods and services on their behalf. The approved agent is required to abide by the terms and conditions of the head agreement, strictly utilising the required customer contract and order forms.

The eligible buyer is responsible for:

  • ensuring details of the approved agent and their offer are included in their customer contract and order forms
  • undertaking their own due diligence, risk assessments and approval processes prior to executing an arrangement with an approved agent
  • taking ownership of their relationship with the approved agent.

Scenario / example

An agency located in rural NSW needs to procure a multi-function device printer and has been made a competitive offer from a local SME which claims to be a reseller of an approved suppliers products.

The agency then contacts the NSW Procurement Service Centre to log a call requesting confirmation as to whether that local SME is listed as an approved agent under the whole of government contract/scheme. NSW Procurement replies confirming that the local SME is an approved agent.

The agency then carries out internal processes which may include due diligence, risk assessments and approval processes.

A customer contract with the relevant order forms is executed between the agency and the approved supplier, specifying the details and offer/quote for the goods and services to be delivered.

For further information regarding approved agents, please contact the NSW Procurement Service Centre.

Delivery

All prices must be free into store (FIS) in New South Wales. This includes all geographical locations throughout NSW and the ACT. All spare parts and consumables to operate for the devices are to be to the OEM’s specification.

The contractor is required to install all products unless the buyer indicates that installation is not necessary. For all equipment where by its nature installation by a technician is routine (eg MFD), the installation charge is included in the price.

Where installation can be managed by a buyer (eg laser printer), no installation charge is included in the price.

Where for practical reasons, such as for remote sites, a device which would normally be installed by a technician is installed by a buyer with remote guidance from a technician, the customer must be provided a discount, with fair consideration for the cost savings to the supplier.

Delivery hardware/devices

The devices are required to be delivered within 7 working days of placing the order in greater Sydney metropolitan area, 10 working days in regional and remote areas. If a particular device/machine cannot be delivered within the scheduled time of placing the order, the supplier shall provide the device/machine of similar capacity and features or a better model available at their cost, within the scheduled delivery time of the device.

Delivery consumables

Toner, staple wire or other vendor provided consumables:

AreaDelivery timeDelivery cut-off
Sydney CBD - vendor defined2 hoursCall by 3pm or otherwise next day
Sydney metroSame day/next dayCall by 1pm or otherwise next day
Newcastle Central CoastSame day/next dayCall by 1pm or otherwise next day
WollongongSame day/next day Call by 1pm or otherwise next day
Regional - within 100 km of listed service locationNext day 
Remote - more than 100 km of listed service location One week