Imaging Devices - Hardware Contract
- Mandatory
Date: | 14 Aug 2012 - 29 Nov 2021 | |
---|---|---|
Updated: | 10 Nov 2020 | |
Managed: | Digital.NSW | Contact owner |
Type: | Whole of government | |
Scheme Number: | 2390 |
Range of products and services
This contract is for the:
- purchase of imaging devices and associated maintenance agreements to provide maintenance, service and parts and toner for imaging devices
- 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 device | Click rate with toner | Click rate without toner | Default period |
---|---|---|---|
Multifunction devices | Yes | No | 5 years |
Laser printers | Yes | Yes | 3 years |
Scanners | No | No | NA |
Facsimile | No | No | NA |
Large format printers | Yes | No | 5 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
One twelve-month extension option remains.
Eligibility to use contract
Public bodies can purchase from NSW Government contracts under Clause 6 of the Public Works and Procurement Regulation 2019.
How to manage complaints and disputes
If a complaint or dispute occurs, both the buyer and the supplier must first seek resolution at the agency level.
Buyers: check our complaint management guidelines online.
Suppliers: make your complaint to the agency customer service representative or procurement area agent. If you can't reach resolution, you can escalate your complaint internally to someone more senior in the agency, or directly to the agency head.
If the dispute cannot be resolved by mutual agreement of both parties, you can escalate the complaint to NSW Procurement.
Contact NSW Procurement via our details on this site if you need more advice.
Approved suppliers
Contractor | MFD | Laser printer | Fax | Scanner | Large format printer | Device rental |
---|---|---|---|---|---|---|
HP PPS Australia Pty Ltd | Yes | Yes | Yes | Yes | Yes | |
Ricoh Australia Pty Ltd | Yes | Yes | ||||
Sharp Corporation of Australia Pty Ltd | Yes | Yes MFD only | ||||
Canon Australia Pty Ltd | Yes | Yes | Yes | Yes | Yes MFD only | |
Fuji Xerox Australia Pty Ltd | Yes | Yes | Yes | Yes | Yes | |
Konica Minolta Business Solutions Australia Pty Ltd | Yes | Yes | Yes | |||
Kyocera Document Solutions Australia Pty Ltd | Yes | Yes | Yes | |||
Proscan Australia Pty Ltd | Yes | |||||
Lexmark International ( Australia) Pty Ltd | Yes | Yes | ||||
Toshiba (Australia) Pty Ltd | Yes | Yes | 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
Distance | Rate |
---|---|
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
Distance | Rate |
---|---|
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
Michael So - Enterprise Print Services Lead
Phone: 0422 183 338
Email: michael.chi.so@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
Distance | Rate |
---|---|
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
Distance | Rate |
---|---|
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
Distance | Rate |
---|---|
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
Agents
Tiger Toner Pty Ltd
ABN: 85 143 986 627
Contact Name: Sarita Sharma (Managing Director)
Phone: 02 9805 1313
Address: Level M, 394 Lane Cove Road, Macquarie Park NSW 2113
Email: sarita@tigertoner.com.au
Able Workplace Supplies Pty Ltd
ABN: 77 604 675 210
Contact Name: Jim Vlahos (Managing Director)
Phone: 1300 205 538
Address: PO Box 121, Engadine NSW 2233
Email: jimv@ableworkplace.com.au
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
Distance | Rate |
---|---|
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
Distance | Rate |
---|---|
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
Distance | Rate |
---|---|
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
Grant Clay
Phone: 0412 834 244 or 02 9830 4651
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
Distance | Rate |
---|---|
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
Distance | Rate |
---|---|
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:
Area | Delivery time | Delivery cut-off |
---|---|---|
Sydney CBD - vendor defined | 2 hours | Call by 3pm or otherwise next day |
Sydney metro | Same day/next day | Call by 1pm or otherwise next day |
Newcastle Central Coast | Same day/next day | Call by 1pm or otherwise next day |
Wollongong | Same day/next day | Call by 1pm or otherwise next day |
Regional - within 100 km of listed service location | Next day | |
Remote - more than 100 km of listed service location | One week |