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Agenda

Photocopier, Facsimile, Digital Duplicator Equipment and Service; Photocopier, Facsimile, Digital Duplicator and Printer Supplies OFF32. Agenda. OFF32 Contract Categories OSD Update Equipment Cost Sheets Types of Maintenance Plans Equipment Confirmation Form Data Security

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Agenda

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  1. Photocopier, Facsimile, Digital Duplicator Equipment and Service; Photocopier, Facsimile, Digital Duplicator and Printer Supplies OFF32

  2. Agenda • OFF32 Contract Categories • OSD Update • Equipment Cost Sheets • Types of Maintenance Plans • Equipment Confirmation Form • Data Security • Remanufactured Supplies • Vendor OFF32 Dedicated Websites • OFF32 Procurement Team • Questions

  3. OFF32 Contract Categories Category 1: Digital Multifunctional Photocopiers and Production Equipment Category 2: Facsimile Equipment Category 3: Digital Duplicating Equipment Category 4: Service: New Maintenance or Predecessor Maintenance for Category 1, 2 & 3 Category 5: OEM, Generic and/or Remanufactured Supplies for Categories 1, 2, 3 & Printers

  4. OSD Update • Buyer’s resource guide on how to use the contract - highlights of key areas of the contract • On Comm-PASS under Forms & Terms tab • OFF32 OSD Update will offer expanded information for users • New to the OFF32 OSD Update: • Table of contents added for ease of finding information • FAQ (frequently asked questions) under Forms & terms tab

  5. OSD Update Information Some of the areas covered in the OSD update are: 1) List of awarded vendors by category and sub-category 2) How to Use the Cost Sheets 3) Types of Maintenance Plans 4) How to Complete theEquipment ConfirmationForm (ECF)

  6. OSD Update Information (cont’d) 5) Data security 6) Remanufactured supplies – environmental 7) Vendor OFF32 dedicated websites Please refer to the OFF32 OSD Update for a complete list and more details.

  7. How to Use the Equipment Cost Sheets Each sub-category has a file with several worksheets within the file (See tabs at bottom of spreadsheet for each worksheet) The worksheets are in the following order: Tab 1 – Volume Discounts, if any Tab 2 – Additional Options (optional accessoriesfor all the equipment within the sub-category) Tabs 3+ Individual Equipment Model information (Standard Configuration costs, maintenance plan costs and supplies costs) Each machine model has a separate tab

  8. How to Use the Equipment Cost Sheets What information is included on the Individual Equipment Model cost sheet? Equipment speed - Copies per minute (CPM) Manufacturer Minimum Monthly Volume Number of months of included maintenance Standard configuration costs Maintenance plan costs Supplies cost Total cost of ownership

  9. How to Use the Equipment Cost Sheets Speed, Monthly Volume and Included Maintenance Std Configuration Cost

  10. How to Use the Equipment Cost Sheets Service Plans Supplies Costs Total Cost of Ownership

  11. Additional Options Cost Sheet The Options Tab cost sheet lists all the options for the different approved models within that sub-category.

  12. Type of Maintenance Plans Category 1 • Plan A – Flat Monthly Charge – unlimited clicks • Plan B – Flat Click Charge – cost per click • Plan C – Monthly charge includes specific number of “clicks”, plus overage charge for “clicks” over the monthly allowance Categories 2 & 3 4 or 24 hour response time plans • Annual Maintenance Plan • Time & Materials • Items maintained by a service technician are included in the full service maintenance plan at no additional cost (i.e. drum replacement, developer, toner waste units)

  13. Equipment Confirmation Form • To be completed for leases, purchases and rentals of Copiers and Digital Duplicators • Strongly recommended for Fax leases and purchases • Requires both the Eligible Entity and the vendor to sign the form at 2 different points during the procurement process 1) First signature confirms order information, including costs and lease term (if applicable). 2) Second signature should only occur after: • product installed and operational • required training has occurred • start up supplies received • The date of the second signature is the acceptance date

  14. Equipment Confirmation Form Equipment ConfirmationForm is the only vendor paperwork required to be signed for the OFF32 contract

  15. Data Security • Most copiers now have a hard drive • sensitive data may be on the hard drive • Use End of Life form todetermine steps necessaryprior to equipment leaving entity’s control • Reference Executive Order 504

  16. Remanufactured Supplies • Executive Order 515 requires the purchase of remanufactured and Environmentally Preferable Products wherever they are available. • Remanufactured cartridges must be: • Guaranteed to meet OEM standards, and • Certified to meet all test methods developed and used by the printer cartridge industry • All suppliers offer cartridge recycling – some even offer a $$ rebate • Currently MA purchases anestimated $1.5 million inremanufactured cartridgesannually - saving over $600,000

  17. Vendor Dedicated OFF32 Websites Details will be published in the OSD Update

  18. OFF32 Procurement Management Team Jim Belli - ITD Edie Blackney - DEP Debb Carty - OSD Charlie Coppola - MWRA Marcia Deegler - OSD Karen E. Glass - DDS Sarah Johnson - SCA Glenn Kendall – OSD Marie Killackey – City of Cambridge Leo Kopec - DPH Kerry Nash - DOC Mark Rousseau - DWD

  19. Questions

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