Materials Distribution Services

Check the "Contract Updates for the Week"

Click here for piggybacking data form

NETWORKED HIGH SPEED COPIER/PRINTER FOR HUMANITIES COPY CENTER

SCOPE: Contract for the College of Letters and Science, Humanities Copy Center for a Network Connected Digital high Speed Copier/Printer.

The Letters and Science copy centers are production copy centers.  To learn more about the department and the work that they do please visit http://www.ls.wisc.edu/copycenters/.

Non-UW-Madison users contact: Vendor Representative

1.        Machine Evaluation
The University will evaluate the performance of newly installed machines within 30 calendar days after installation.  If there are no problems with the newly installed machine, the Authorized User is required to pay for the machine within the time limits set by State Statute.  However, if the Authorized User is experiencing problems with the machine, the Authorized User need not pay for the machine until the problems have been resolved.  If machine performance is unacceptable or if the machine is not capable of handling the copy/print volume specified, the Contractor agrees to either provide a new replacement machine at no added cost or to cancel the purchase agreement for that location.  If the new replacement machine has unacceptable performance or is not capable of handling the volume the Authorized User may return the machine and cancel the Purchase Order.  Purchasing is the sole judge of what is acceptable machine performance.

2.        Response Time
The Contractor must respond to all service calls by having a service technician on-site within four (4) hours.

           The Contractor must respond to all sales and general communications no later than the next business day.

3.        Performance Guarantee
The University requires an UP TIME GUARANTEE on the equipment of at least 95% during every calendar month.  Downtime is calculated from the time the Department places the call, and ends when the machine is up and running, and is based on the machine being inoperative, the copies/pages made are unusable, or, a major feature is not usable (i.e. document feeder, auto duplexing, finisher). The University is the sole judge of what is considered downtime.  (A calendar month consists of normal business hours Monday through Friday; Wisconsin legal holidays accepted which means there are 8.7 working hours of downtime allowed each month on average.)  If the equipment fails to meet this 95% up time requirement for one month, the University may require the Contractor to do a like-for-like replacement of that equipment.  If, within 90 days after installation, the replacement equipment also fails to live up to the 95% performance guarantee, the Contract may be cancelled for that equipment and the Contractor will be required to remove their equipment. If a purchased equipment does not meet this 95% Up-time requirement during a month, the Contractor may be asked to give a credit to the University against the maintenance invoice for the machine in question (Example:  If equipment is operational 80% of the time during a given month, then the downtime credit will be 20% of the monthly invoice cost.  If the up time is 95% or greater, then no credit is required).  Also, the University requires that the "Up Time Guarantee" remain in force for as long as the Department maintains a continuous maintenance agreement with the Contractor.

4.        New Equipment:  Only new equipment shall be furnished under this Contract.  Machines listed as “Factory Produced New Model Equipment” are not considered to be “new”.

5.      Training and Technical Assistance
Bidders must have staff able to provide technical assistance and training to State agencies at any location, including problem solving, machine operation, etc.  Bidders must have ready access to manufacturers' technical resources for problems that are beyond the ability of the Bidder’s sales service staff.  An operator training program must be provided by the Contractor.  Following installation, a primary operator and back-up operator must be trained for each location.  It is required that this training be done on-site.  If the State is to be charged for the cost of training, this cost must be included in the quoted unit costs.  Additional training sessions may be required by an Authorized User.  Contractors must furnish technical assistance in the operation and maintenance of machines on request.  Such assistance shall be available within 24 hours and without additional cost.  Contractors are required to furnish descriptive literature of all their awarded model(s) to any Authorized User that requests it.  Descriptive literature must be sent to the Authorized User within 24 hours after a request is made.

6.       Warranty Period: 
The University reserves the right to require replacement, for poor performance, of equipment anytime during the contract period.  If there is a disagreement between the department and the Contractor, Purchasing will be the final authority.

7.        Removal at the End of the Contract Period for Leased Equipment
Contractor is required to remove leased equipment no later than 2 calendar weeks after the lease Contract is completed, or, by whatever schedule is agreed to between the Contractor and the Department.  If the equipment has not been removed at the end of 60 days the University may dispose of the machine any way they wish to and charge the contractor actual costs incurred to have the equipment removed.

           The Contractor shall establish, maintain, report as needed, and submit upon request records of all transactions conducted under the contract.  All records must be kept in accordance with generally accepted accounting procedures.  All procedures must be in accordance with federal, State of Wisconsin and local ordinances. 

           The University shall have the right to audit, review, examine, copy, and transcribe any pertinent records or documents held by the Contractor related to this contract.  The Contractor shall retain all applicable documents for a period of not less than five years after the final contract payment is made.  The University reserves the right to inspect any facilities used to support this Contract.

           If any provision of this contract shall be, or shall be adjudged to be, unlawful or contrary to public policy, then that provision shall be deemed to be null and separable from the remaining provisions, and shall in no way affect the validity of this contract.

10.      Subcontracting:
10.1       Any Contract resulting from this proposal shall not be, in whole or in part, subcontracted, assigned, or otherwise transferred to any Subcontractor without prior written approval by Purchasing. Upon request Contractor must provide Subcontractor’s complete contact information including EIN# (TIN#, SS#) and signed W-9 form.

10.2       The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. University reserves the right to assess Contractor Liquidated Damages in excess of the contract amount for Subcontractor’s failure to perform or inability to complete required project milestones.

10.3       Subcontractors must abide by all terms and conditions under this Contract.

10.4       If Subcontractors are to be used, the Contractor must clearly explain their participation, deliverables, and project milestones prior to commencing work.

11.      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.

12.      Electrical Connections, Surge Protectors and Telephone Lines
Any special wiring for electrical, telephone, or computer hookup is the responsibility of the University to supply and pay for.  It is required that all machines come equipped with an External surge protector to protect their telephone and electronic components; this is in addition to any internal surge protector.  Surge protectors must come with a minimum five year manufacturer’s warranty stating the surge protector will be replaced free of charge if it fails, and the manufacturer must repair or replace any machine damaged by power surges when properly connected to the surge protector. 

13.     Samples and Evaluation:
For each machine bid, Bidders must submit two (2) sets of samples printed from the proposed copier machine. The University will supply the sample files and the paper at the Site Visit  (per Section 3.4).  Samples will be used to qualify the bidders based on the following criteria:  density of solids, clarity of screens, uniformity of screens, uniformity of solids, detail comparison of photos, overall print quality comparison.  All samples provided will become the property of the University.

14.     Removal and Disposal of Xerox Doc12 Color Copier
The award for Lot 2 includes the removal and responsible disposal and/or recycling of a University owned Xerox Doc12 color copier at no additional cost upon the purchase or new lease of the Lot 2 machine.  The removal of the Xerox Doc12 must occur on the same day as the installation of the color copier awarded in Lot 2, unless other arrangements have been made in advance and are agreeable to the Department. 

           Contractor for Lot 2 agrees to dispose of the Xerox Doc12 machine according to the standards of Wisconsin Act 50 (http://www.legis.state.wi.us/2009/data/acts/09Act50.pdf).   

15.      Removal and Disposal of Other University Owned Equipment  
Whether or not the equipment is their own brand, Contractors are required to pick up and dispose of University owned equipment according to the standards of Wisconsin Act 50 (http://www.legis.state.wi.us/2009/data/acts/09Act50.pdf).  This will be at no charge upon placement of a new machine purchased or leased under this contract.

16.      Security
For any equipment purchased, leased or replaced for new under this contract, the Contractor must provide written verification that the hard drive has been cleansed prior to the removal of the equipment from the Departments premises.  If it is technologically impossible to cleanse the hard drive or the Department requests to secure the hard drive, the Contractor must remove the hard drive prior to removing the equipment and leave it with the agency, at no charge. 

           Contractor agrees to comply with all applicable Wisconsin laws that require the notification of individuals in the event of unauthorized release of personally-identifiable information (PII) or other event requiring notification.  In the event of a breach of any of Contractor’s security obligations or other event requiring notification under applicable Wisconsin law, Contractor agrees to assume responsibility for informing all such individuals in accordance with applicable Wisconsin law, and to indemnify, hold harmless and defend the Board of Regents of the University of Wisconsin System, officers, agents and employees from and against any claims, damages, or other harm related to such Notification Event.

17.       Consumables/Supplies                                                            
           Supplies for copiers/MFDs must be furnished to the location designated by the department on a periodic basis and will include all shipping and handling as part of the maintenance cost.  The department will take reasonable steps to safeguard supplies from loss or misapplication.  Contractors must deliver supplies as soon as possible after they are requested.  Also, a minimum of four (4) weeks worth of supplies will be delivered at one time.  Failure to promptly deliver supplies may be grounds for cancellation of the order and/or subsequent cancellation of the Contract.  Staples and wire spools for finishers are included in the per copy maintenance cost.  All supplies must be Original Equipment Manufacturer (OEM) supplies.

LOT 2:  Color Copier/Printer

Revision History