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PURCHASE/LEASE OF HIGH SPEED PRODUCTION COPIER - DEPT OF CHEMISTRY COPY CENTER

SCOPE: Contract for the Chemistry Department Fast Copy Center for the purchase or lease of a high speed copier/printer that is capable of producing the type and volume of jobs needed in a production copy center.

The Chemistry Fast Copy Center is a full service copy center located in Room 1146 of the Shain Tower of the Chemistry Building. They provide digital color and black/white coping services from three (3) production copiers.  They produce such items as course packets or manuals, hand outs, reprints, syllabuses, reprints, thesis’s, and various other print jobs.  While most of the production work is done specifically for the Chemistry Department, all the copy center’s services are available to all Departments on campus.

Non-UW-Madison users contact: Vendor Representative

CANON

SEE BELOW

LOT 1A - Black & White Copier PURCHASE

LOT 1B - Black & White Copier 48 MONTH LEASE

SPECIFICATIONS

1.        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.

2.        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.

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.

5.        Training and Technical Assistance
Contractor must have staff able to provide technical assistance and training to State agencies at any location, including problem solving, machine operation, etc.  Contractor must have ready access to manufacturers' technical resources for problems that are beyond the ability of the Contractor’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.        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.

7.        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.

8.        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 Department 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.

9.        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”.

10.      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) week’s 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.  The maintenance cost includes all supplies, such as, toner, developer, maintenance kits, toner waste containers, fuser oil, staples, staple wire, dispersant and any other consumable supply item necessary for the operation of the equipment except paper (maintenance cost does not include binding tape or glue binding material).  Failure to include any of the supply items listed in your maintenance cost may disqualify your bid.  All supplies must be Original Equipment Manufacturer (OEM) supplies.

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. 

EQUIPMENT SPECIFICATIONS FOR
BLACK AND WHITE HIGH SPEED PRODUCTION COPIER/PRINTER

Revision History