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ATC/ITC MODEL TYPE  DEBIT CARD EQUIPMENT MAINTENANCE AND RELATED SUPPLIES

SCOPE: Contract for ATC/ITC Model Type  Debit Card Equipment Maintenance and Related Supplies.

DCP is an administrative department which coordinates Debit Card equipment installations, service, and provides other administrative and accounting functions for the entire University of Wisconsin-Madison campus.

Currently, there are approximately 150 each A320 Debit card Readers (ACT/ITC models); 24 each Wall Units; 8 each Mini-tills; and 2 each Keypad encoders and 1 each High speed encoder located throughout the campus in approximately 39 different buildings.  (Locations are available upon request).  The readers are attached to a variety of devices.  Some of the most common devices readers are interfaced with include: Xerox copiers, Canon copiers, Minolta copiers and fiche readers, Lanier copiers, Mita copiers, Hewlett Packard laser jet printers, and Apple Laserwriter printers.

SPECIFICATIONS

1.        Warranty:
Contractor must be prepared to honor the manufacturer's standard one full year warranty on new equipment, 90 days on parts, and must specify their own warranty on labor. 

2.           Contractor must be able to provide service technicians experienced with ACT/ITC products and in servicing ACT/ITC Model type Debit Card Equipment.  If current training is limited, the Contractor must be able to provide information on their intended training schedule and the time frame for receiving. 

3.           Contractor must maintain an inventory of replacement parts, consumable supplies and accessories as specified by the manufacturer.  It is expected that an adequate parts inventory shall be maintained to service all existing machines and machines purchased as a result of this bid.  The University reserves the right to inspect the facilities to determine acceptance or rejection.

4.           Contractor must have covered telephone service from 8:00 a.m. CT to 4:30 p.m. CT Monday through Friday in order to respond promptly to requests for service.

5.           Contractor must perform all maintenance on campus unless prior Purchasing permission has been granted.

6.           Contractor must acknowledge receipt of all service calls by phoning the site within two (2) hours of the time the initial call from DCP is received.  DCP reserves the right to prioritize service calls.

              Service must be completed within the 4 or 8 hours from the time of the initial call, whichever option is chosen.

              Contractor’s service representative must contact DCP at (608) 262-2853 upon leaving the site to advise DCP of the status of the service call.  Leaving a voice mail at this telephone number will be acceptable.

7.           Contractor’s service representative shall also leave a dated written report, signed by a UW employee whenever possible, indicating the service or installation performed, at the site.  A copy of all dated written reports will be sent to DCP twice a month.  Minimum information required is identifying number for service request, date and time of initial call from DCP, date and time of technician on site, technician’s name, problem description, problem resolution, parts used, physical location, type and serial number of equipment, date and time of resolution, total time spent on the service call, final readings on equipment before moving, transferring, or reprogramming and any other miscellaneous data required. 

              If the Contractor is unable to repair the equipment in the contracted service time, a progress report must be provided to DCP in person, or by phoning or faxing to make alternate arrangements.  Contractor must specify their escalation process for resolving.  Loaner or spare equipment should be made available to the University if requested.

              Requests for removing a reader or transferring a reader from one device to another is a service call and must be completed within five (5) working days of the request and must be coordinated through DCP.

              Service requested after hours (4:30 p.m. - 8:00 a.m.) Monday through Friday, on weekends, or on holidays, must be available, but will be at the Contractors current rates. 

8.           Contractor must provide one (1) preventative inspection per year per wall unit, card reader, mini-tills and encoders.  Contractor must set up dates and times with the University contact person to be specified.

              Contractor must also supply information needed for the University to provide their own preventative/routine maintenance on card readers, mini- tills and encoders for those situations that may not require Contractor involvement.

9.           Contractor shall provide unlimited call-back service during normal business hours (8:00 a.m. - 4:30 p.m. Monday - Friday).

10.        Purchasing shall have the option to contract with another Contractor to service a machine if Contractor is unable to repair equipment for any reason.

11.        Contractor must have contact person to advise DCP/UW Madison of new ITC/ACT equipment available, updated equipment manuals, software/hardware upgrades, changes in print media technology, new ITC/ACT equipment and their plans for interfacing and any known anomalies, etc.  This contact should be able to meet on a monthly basis, if needed, with DCP at Memorial Library, or via teleconference.

              Contractor must provide instruction to site personnel at the time of installation on using the equipment and on any preventative maintenance required.

12.        Contractor must also be able to provide, if requested, four additional half days of training per year at the Memorial Library to DCP personnel that will include preventative maintenance requirements, equipment usage, equipment improvements, etc.

13.        Maintenance:
Maintenance includes keeping current and new equipment in working order as defined by the following conditions:

• Cover all types of calls including vandalism, stuck cards, etc..
• Assist in resolving significant variances between the Debit Card reader and the device counter.
• Work with ACT to resolve technical issues that arise.  Examples include:  Debit Card reader not charging twice for duplex printing, allowing readers to charge $.00 for Red Debit Cards, how many upgrades are anticipated, consequences for not upgrading, advising of all equipment upgrades.
• Being responsible for recording final readings before removing or transferring equipment.
• New equipment will be reset to zeros upon completion of installation.
• DCP staff will do all rate changes, setting meters to zero.

14.        Card Supplies:

• 15% Polyester/85% PVC blend with black core, or better
• Size: CR-80. 2-1/8” x 3-3/8” x .030
• Mag-stripe: Track IV, .125” wide, 4000 Oersted, high coercivity
• Signature stripe: As stipulated by University
• White cards with PMS 186 Red print
• PMS 186 Red cards with White print
• Printing on one side only

15.      Employee Identification:
All Contractor’s employees, while working on University property, must wear a clearly displayed photo identification badge or uniform showing name of employee and/or company represented.  Any identification must be provided by the Contractor at the Contractor’s cost.  Badges must be available but will not be required to be worn when protective clothing and respiratory protection is required.

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