USER GUIDE FEATURES - Konica
Contents
1. Nati Ed ti E A mMm ewWwo r k For the provision of multi functional and reprographic devices and associated print services recycled refurbished technologies and managed print services REF CPC DU MFD 01 FEATURES AND BENEFITS m e Contents MOOC ON EEE EEE EE 1 Framework SUMMAT EEE 1 Framework Contracting Option ccccccssccccssscccenececenccceenececesceceeceseeeseeeceseueceseneceseneeeeeusceseuecetseeeeens 4 Skee lack Ea ale WON EEE NE 4 4 1 SO Ta TOV LO EEE EE 4 4 2 Pie NNN 23 and A eera E ta acandeeonedaed easaeeeacadausiedens 4 Selecting a Supplier Further COMPpPetition ccscsessssscccsescscssrescusrencoustencescscacscnousrencoustencustensessscacrenss 6 PENAN EEE EE EEE EEE EE 7 Further competition SUpport SET VITE siiccoisisnasasincdsandteastuirtectumasdsudduunsiotbawndodstitntdanstedianadleveoeceuunsatboupatedounnncdes 7 ENN 9 Contract and Account Management wiccisiccscnctecscccesscncdesdeceesetecsaensddvendolacesseatacessewndsvancedsaveveverbaeuntdesvanloserees 9 Complaints and Escalation Procedures sccccsssesssssrescssrencessscscscsccusrencustencessevacscnccusrencustencesssnacsenss 10 Deliver TNT 11 VENNE 11 ANY Questions l eesriie i a 12 APPENDIX A Example Device Asset Labeli r r rararnnnrnnnnnrenenavenennvennnnvnnnnnnenenevevenevenennsennunnevenevevenevenene 13 APPENDIX B Supplier Regional Account Managers rarrrnnnrrrnnnnrnnnnnnrnnnnrrnnnnernnnnernnnnsvnnnns2. Tel No GE E mail Delivery Date preference C l his replaces my existing copier Model gt Location No Expiry Date Signature Customer Date Name PRINT nM Position Version Two Issue Date November 2012 18 CONTRACT No CPC DU MFD 01 FOR THE PROVISION OF MULTI FUNCTIONAL AND REPROGRAPHIC DEVICES AND ASSOCIATED PRINT SERVICES RECYCLED REFURBISHED TECHNOLOGIES AND MANAGED PRINT SERVICES PLEASE PROCESS THIS ORDER WITH LOCATION NUMBER CPC For office use only Cust AIC No New Customer Ship to No Cust Hierarchy Cust Body Definition Order Acceptance Signature Print Name Position Date I Tel Fax Official order No Contact Details Supplier For relocations replacements and any other enquires Tel 08450 179908 Fax 08450 179907 Version Two Issue Date November 2012 19 19 APPENDIX F Framework Weighting The weighting used to select providers through the original Invitation to Tender process is detailed below Weighting is listed on a Lot by Lot basis and is provided for information purposes to assist Members in determining their further competition evaluation criteria and associated weighting Members are advised to select evaluation criteria and associated weighting that supports the spirit of the particular Lot under which they are conducting their further competition and can be clearly related back to the original published criteria Certai
3. Ltd o The Danwood Group Ltd Lot 3 Recycled Refurbished Devices and Associated Print Services This Lot is for the provision of refurbished remanufactured technologies The Lot provides access to refurbished reconditioned and remanufactured multifunctional devices from small desk top units through to large reprographics units Recycled elements underpin the provision of the devices available under this lot The basic lot features include mono colour and colour capable devices across a number of specification ranges defined by print speed covering units from 15 pages per minute to 75 pages per minute Associated services available under this Lot include e Print Audits e Network services Version Two Issue Date November 2012 2 e Project management e Print management software e Document Engineering e Process workflow re engineering Purchase options include either outright purchase or lease on either a 3 4 or 5 year basis Cost per copy click rates are inclusive of service staples and toner Suppliers awarded a place on this Lot are detailed below Ricoh UK Ltd The Danwood Group Ltd Lot 4 Managed Print Services This Lot is for the provision of Managed Print Services A Managed Print Service is a service offered by an external provider to optimise or manage an organisation s document output The supplier invariably assumes responsibility accountability and overall management of the functionality and perform
4. Version Two Issue Date November 2012 11 13 Any Questions Should you have any questions about the operation of the framework that are not adequately covered by the User Guide please do not hesitate to contact the Help Desk Version Two Issue Date November 2012 12 14 APPENDIX A Example Device Asset Label Version Two Issue Date November 2012 13 15 APPENDIX B Supplier Regional Account Managers Altodigital Networks Ltd Andrew Hargreaves 07977277244 Andrew hargreaves altodigital com Canon UK Ltd Barrie Farnsworth 07967674557 Barrie _farnsworth cuk canon uk Konica Minolta Business Solutions Ltd Paul Penswick 07785516077 Paul penswick konicaminolta co uk Ricoh UK Ltd Keith Stevenson 07823553123 Keith stevenson ricoh co uk The Danwood Group Paul Gregory 07866543976 Paul gregory danwood co uk United Carlton Digital Solutions Ltd Nicholas Speight 01759 458300 nicks united carlton co uk Xerox UK Ltd Dave Goldberg 07802335628 Dave goldberg xerox com XMA Ltd Frances Tyler Gale 0115 8464164 Francestyler gale xma co uk Version Two Issue Date November 2012 14 16 APPENDIX C Further Competition Template APPENDIX C IS ATTACHED AS A SEPARATE FILE Version Two Issue Date November 2012 15 17 APPENDIX D Further Competition Support Service Fee Structure Further Competition Support Services are available upon payment of the appropriate fees The Further Competition Su
5. able and purchase options include outright purchase and lease options on either a 3 4 or 5 year basis Cost per copy click rates are inclusive of service staples and toner Devices are available to clients via an on line e catalogue facility Suppliers awarded a place on this Lot are detailed below Ricoh UK Ltd 6 The Danwood Group Ltd United Carlton Digital Solutions Ltd amp Xerox UK Ltd Version Two Issue Date November 2012 1 Lot 2 Multi Functional and Reprographic Devices and Associated Print Services This Lot is for the provision of multifunctional and reprographic devices and associated print services The Lot provides access to multifunctional devices from small desk top units through to large reprographics units The basic lot features include mono colour and colour capable devices across a number of specification ranges defined by print speed covering units from 15 pages per minute to 120 pages per minute Associated services available under this Lot include e Print Audits e Network services e Project management e Print management software e Document Engineering e Process workflow re engineering Purchase options include either outright purchase or lease on either a 3 4 or 5 year basis Cost per copy click rates are inclusive of service staples and toner Suppliers awarded a place on this Lot are detailed below Altodigital Networks Ltd Konica Minolta Business Solutions Ltd Ricoh UK
6. ance of the organisation s print and imaging needs delivering maximum efficiency through the print service This may include taking over and managing existing services solutions equipment and resources or implementation of new equipment solutions services and resources or an optimum combination of both The term of a managed print service should be sufficient to address the breadth of service delivery options and expectations In this respect the lot offers flexible contract capabilities allowing contract terms up to 10 years in length Suppliers awarded a place on this Lot are detailed below 6 Canon UK Ltd Konica Minolta Business Solutions Ltd Ricoh UK Ltd The Danwood Group Ltd Xerox UK Ltd Version Two Issue Date November 2012 3 3 Framework Contracting Option EE Ce ce Outright Purchase without associated service and maintenance Outright Purchase with associated Yes Yes Yes service and maintenance 3 year lease with associated service and P Yes Yes maintenance 4 year lease with associated service and ACE Yes Yes maintenance 5 year lease with associated services and JR Yes Yes maintenance Cost per page inclusive of all equipment Yes and service costs It is expected that pricing will be provided on an all inclusive pricing basis on a single per printed page image basis invoiced quarterly in arrears 4 Buying from the Framework How do customers buy from the framework This d
7. epends upon which lot customers are wishing to obtain goods and or services from 4 1 Buying from Lot 1 If customers are buying from Lot 1 they are at liberty to select the product from the online catalogue that best meets their requirements and thereafter to order said product from the appropriate supplier without engaging in a further competition exercise 4 2 Buying from Lots 2 3 and 4 Customers choosing to buy from Lots 2 3 and 4 must engage in a further competition exercise amongst the providers within each respective Lot s they are purchasing from All suppliers within the respective lot must be given the opportunity to engage in a further competition unless there is an aspect of your requirement which cannot be met by all in which case only those capable of meeting this requirement need be invited to bid Whereas all suppliers must be given the opportunity to engage in the further competition they are not obliged to submit a quotation and may decide not to submit a bid under the further competition A further competition can be conducted in one of two ways a traditional further competition process or via a capability assessment route The following is an example of a traditional further competition process for illustrative purpose only Version Two Issue Date November 2012 4 The following is an example of a capability assessment route to further competition process for illustration purposes only Version Two Issue Da
8. g Help Desk Training and skills transfer Value added services e g cloud services scanning and archiving IT support mail room management hybrid mail management of offset and specialist print provision of associated consumables Marketing 4 gt Sustainability Electronic Systems Per Version Two Issue Date November 2012 21
9. general advice and guidance of a technical nature Help address any unresolved maintenance and service issues p Ne A Provide basic advice and assistance in the drafting of specifications and undertaking further competitions 7 Device Fault calls should not be directed towards the Help Desk Device fault calls should be directed to the appropriate supplier device fault reporting service All devices supplied under the framework are supplied with CPC asset labels see example in Appendix A with the Help Desk number detailed thereon Unresolved fault queries can be escalated through the Help Desk Version Two Issue Date November 2012 9 In addition to the Help Desk additional account management support is provided by the appropriate supplier Regional Account Manager Regional Account Managers are detailed in Appendix B and they can be contacted with regards to any matter concerning the supply including order delivery and implementation and operation of the devices print service 10 Complaints and Escalation Procedures Day to day complaints should be raised in the first instance with your chosen supplier Where appropriate they may also be raised escalated to the Help Desk All complaints raised with the Help Desk will be recorded and the way forward agreed with the Member In the vast majority of cases such complaints will be addressed to the satisfaction of the Member within a reasonable period of time such time w
10. ill vary depending upon the nature of the complaint However in the unlikely event that a complaint is not resolved to the satisfaction of the customer within a reasonable time complaints should be escalated as follows Step 1 Should the Help Desk be unable to resolve your complaint please contact the Framework Strategic Contract Manager Steve Davies via steve davies cpcmfdframework org t 07966 040564 In the unlikely event that he is unable to resolve the complaint to your satisfaction then escalate to Step 2 Step 2 Escalation to the Director Jon Chamberlain Jon can be contacted by email on jon chamberlain cpcmfdframework org by t 01204 374170 or m 07957888274 Version Two Issue Date November 2012 10 11 Delivery and Fault Repair A comprehensive contract management regime underpins the operation of the framework Suppliers performance is continually monitored across all user organisations and issues addressed as they come to light Members can expect the following minimum service performance Delivery to contract timescales e Deliveries are to be made within 10 days of the placement of an appropriately completed order Service engineer attendance e A suitably qualified engineer will attend on site to address a reported fault within a maximum of 4 hours calculated from the time the fault report call is made and acknowledged to attendance on site Time to fix e Devices are to be fixed to the user
11. ion procurement service The service fees vary depending upon the potential scale of the requirement and full details can be found in Appendix D The further competition support service provides either a light touch documentation review service prior to engaging in the further competition or a full procurement support service to undertake a fully compliant further competition exercise be it a traditional exercise or a capability assessment exercise The full procurement support service includes Version Two Issue Date November 2012 7 Dispatch of the above to framework suppliers Receipt of bids Undertaking of evaluations with or on behalf of the customer Presenting findings and recommendation to the customer Communicate results of further competition to bidder The service includes up to two visits to customer site at the service provider s discretion be that to determine requirements assess supplier capability undertake evaluations or present findings All other activities will be undertaken through electronic communication The documentation review service is available to Members engaging in further competitions Members completed further competition documentation can be reviewed critiqued and where appropriate amendments suggested ensuring the documentation is fit for purpose and in keeping with spirit of the framework thus enhancing the chances of a successful further competition It is important to note that
12. k Order Form CRESCENT PURCHASING CONSORTIUM ORDER FORM PLEASE PROCESS THIS ORDER WITH LOCATION NUMBER CPC CONTRACT No CPC DU MFD 01 FOR THE PROVISION OF MULTI FUNCTIONAL AND REPROGRAPHIC DEVICES AND ASSOCIATED PRINT SERVICES RECYCLED REFURBISHED TECHNOLOGIES AND MANAGED PRINT SERVICES Tel 08450 179908 Fax 08450 179907 Please order on Outright Purchase Lease for a Minimum Period of Months This order is for the rental of the equipment detailed below in accordance with the Terms amp Conditions of the above contract as agreed between Crescent Purchasing Consortium amp Supplier Item Code Description Quarterly Rental Purchase Model Optional Accessories Mm 5 A b E M h b M Total lease rental payable quarterly in advance or Purchase Price excel WAT Rentals are payable quarterly in advance from installation date cost per copy costs are fixed for the duration of the lease period and will be invoiced quarterly in arrears Purchase will be inveiced on shipment cost per copy will be fixed for five years from purchase date and will be invoiced quarterly in arrears Colour Cost p BAW Cost per A4 and A3 copy Staples NOT GHARGEABLE My quarterly copy volume is lt fff prices are exclusive of VAT Name of Establishment The Customer Delivery Address Invoice Address If different Posteode o gt S o Postcode t School District No Contact Name PRINT Mri Mrs Miss Ms Dr Rev
13. n criteria may be more or less relevant or indeed not relevant at all to a Members further competition and therefore their evaluation approach may be subtly different to that adopted in the original Invitation to Tender Lot 2 Price 40 Quality 60 Quality Criteria Weighting Delivery Electronic Systems Account Management Marketing Sustainability Technical Specification Service and Maintenance Training Lot 3 Price 40 Quality 60 Quality Criteria Criteria Electronic Systems 4 Marketing 6 Sustainability 1 4 gt Training 6 Version Two Issue Date November 2012 20 Lot 4 It is expected that the ratio of price to quality will range between 40 Price and 60 Quality to 10 Price and 90 Quality however it is recognised that the exact price quality ratio will be determined by the Member when conducting the further competition Quality Criteria Process Capabilities 47 Print audit Due diligence methodology Policy definition implementation delivery Transfer of responsibilities Project management Risk management Contract management Regular review of solution Service continuity Consolidated Invoicing Exit strategy Technical Capabilities Software Hardware Automated services Remote printing capabilities Security Movement and reconfiguration of devices Service and maintenance requirements Consumable management Network services Document engineering Process reengineerin
14. pport Services are chargeable services available to any CPC member 1 Documentation Review Service The fee for this service is 150 per further competition document set 2 Full Procurement Support Service The full procurement support service has three tiers for this service each aligned to a distinct category of CPC member Tier One e Members where there is a requirement for 5 or less than 5 devices e The fee for further competition support will be 500 per Member for each further competition exercise Tier Two e Members with a requirement for more than 5 devices but less than 15 devices e The fee for further competition support will be 1000 per Member for each further competition exercise Tier Three e Members with a requirement for 15 or greater than 15 devices e The fee for further competition support will be 2500 per Member for each further competition exercise The fees will be exclusive of VAT and travel and subsistence Each will include full procurement support to undertake a further competition exercise support to include Version Two Issue Date November 2012 16 The service includes up to two visits to customer site at the service provider s discretion be that to determine requirements undertake evaluations or present findings All other activities will be undertaken through electronic communication Version Two Issue Date November 2012 17 18 APPENDIX E Example Framewor
15. s satisfaction within 2 hours of attendance on site by a suitably qualified engineer First time fix rate e The target first time fix rate is 95 Members should also note that the above minimum requirements can be supplemented by additional local key performance indicators and other service delivery parameters agreed with their chosen supplier Such local requirements must be mutually agreed with your chosen supplier The framework Strategic Contract Manager will undertake regular contract performance and management review meetings with all suppliers Members are however encouraged to put in place their own local contract management regime to ensure performance of their chosen supplier Members should ensure the framework Strategic Contract Manager is made aware of any issues of any persistent or unresolved nature so they can be addressed with the appropriate supplier at the appropriate supplier review meeting 12 User Training Comprehensive user training is provided free of charge at the point of device installation The installing engineer will deliver hands on training to those users present at the point of installation The engineer will similarly provide Super User training if required thus allowing the receiving organisation to train other staff members themselves thereafter Comprehensive user guides can be downloaded from suppliers websites where required General advice and guidance can of course be obtained via the Help Desk
16. te November 2012 5 5 Selecting a Supplier Further competition In all cases with the exception of Lot 1 CPC Members are required to conduct a further competition to select their preferred supplier Only suppliers on the chosen Lot s can be invited to submit a bid Even though all suppliers under the chosen Lot s must be given the opportunity to submit a bid through the further competition exercise some suppliers may from time to time elect not to participate This doesn t invalidate your further competition and the quotations received should continue to be evaluated Version Two Issue Date November 2012 6 Basic advice and guidance upon conducting further competitions can be obtained from the Help Desk see section 9 If conducting your own further competition exercise members should note the base evaluation criteria and weighting for the Lot under which they are conducting the process Full details of the weighting that underpins each Lot can be found in Appendix F A standard further competition template for use in a traditional further competition is attached in Appendix C for Members wishing to undertake their own further competition exercise 6 Print Audits Print audits are normally available free of charge from any supplier on the Lot you are procuring under Print audits can be requested directly from a particular Lot supplier without the need to engage in any form of comparison assessment process to select a supplier
17. this service does not provide a documentation drafting service Documentation drafting is an integral part of the full procurement support service detailed earlier this section Should you require further information about either of these services or wish to benefit from the services please contact the Strategic Contract Manager Steve Davies Steve davies cpcmfdframework org 07966 040564 Version Two Issue Date November 2012 8 Placing an order Having selected your chosen supplier and print solution orders should be placed via the Framework Order Form a copy is detailed in Appendix E Your preferred supplier will populate the Order Form with the full details of your requirement and then present you with a completed Order Form for signature The Order Form under which the contract will be enabled clearly references the framework terms and conditions 9 Contract and Account Management Day to day contract management support is available from the framework Help Desk The Help Desk is open from 09 00 to 17 00 Monday to Friday excluding Bank Holidays and can be contacted either by phone or email as follows Email enquiries cpcmfdframework org Tel 08450 179908 Fax 08450 179907 The friendly Help Desk staff will be on hand to answer your questions and assist you in any way they can Specifically they can Provide advice and guidance upon the operation of the framework Address any supplier specific questions Provide
18. to conduct the print audit However Members may find it beneficial to select a supplier to conduct the print audit following a structured comparison process Members should note that information will need to be shared with the supplier conducting the print audit in order for the audit to be effective Print audits can be a valuable way of understanding your current printing costs and the potential for print savings Please be sure to speak with the appropriate supplier account manager for more details and to book an audit The results of the print audit should be used to inform your service specification Members should note that invariably print audit results and recommendations will be supplier centric and therefore great care should be taken to normalise the findings before communicating a specification through the Further Competition process Members should note that print audits can only be obtained free of charge where there is commitment to utilise the framework for the resulting provision of devices and services Print Audits will be charged in full where Members receive a free of charge print audit and elect upon receiving the results of the audit to utilise a different framework to fulfil their requirements for devices and services A charge may be levied by some providers where the extent of the required audit is extensive and complex 7 Further competition Support Service In addition the framework offers a comprehensive further competit
19. vnnnnsennnsseennn 14 APPENDIX C Further Competition Template rrnrannrnnnnrrnnnnnrnnnnnrnnnnnvnnnnernnnnnennnnevnnnnevnnnnsrnnnnssnnnnssennn 15 APPENDIX D Further Competition Support Service Fee Structure rrrrrranrrnnanrrnnnnrrnrnnrrnnnnrrnnnnsrnsnnee 16 APPENDIX E Example Framework Order Form rrannrnnanrrnnnnrrnnnnnrnnnnnrnnnnrrnnnnnennnnevnnnnernnnnernnnnnennnneeennn 18 APPENDIX F Framework Weighting r rorerororeronarevennrervnnnerenererensvevnnnnerensnerensvevsnsvnnennnerensnerensvevsnsnssene 20 1 Introduction The Crescent Purchasing Consortium Limited has put in place an EU compliant framework for Multifunctional and Reprographic devices and associated Print Services Recycled Refurbished Technologies Managed Print Services and Desk Top Printers reference CPC DU MFD 01 hereafter the framework It is a proactive best value collaborative framework that can deliver your entire office printing and print service needs 2 Framework Summary The framework agreement is designed to be a one stop shop for an organisation s print service requirements Lot 1 Multifunctional Devices Catalogue Provision This Lot is for the provision of Multifunctional Devices via a Catalogue This Lot provides access to a range of standard specification devices across a number of specification ranges defined by print speed covering units from 15 pages per minute to 54 pages per minute Devices are mono colour or colour cap
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