University of Wisconsin-Madison

NETWORKED CONNECTED DIGITAL HIGH SPEED COPIER/PRINTER

08-5596-R1

NETWORKED CONNECTED DIGITAL HIGH SPEED COPIER/PRINTER

Non-UW-Madison users contact: Vendor Representative

Restricted to UW Madison campus only.  Users must have approval prior to requisition submittal.

Canon

600-72

“I” F.O.B. DESTINATION FREIGHT PREPAID INCLUDED AND INSTALLED

10 days

Contractor will provide for return of items ordered in error for up to 30 calendar days from receipt with the University paying only the return shipping costs.

Phone, Fax, Internet, P.O.s, Pcards

Will notify ordering department within 3 working days of order/release.

SEE BELOW

Purchase price at the end of the

SERVICE REQUIREMENTS

See SPECIFICATIONS FOR NETWORKED DIGITAL COPIER/PRINTER for the minimum acceptable specifications for the copier requested.

Failure to provide product specifications and service requirements and information for item(s) bid will disqualify your bid.  The University will be the sole judge of equivalent acceptability.  The Service Requirements are non-negotiable.

1.   Delivery
      Delivery shall be within 30 days after receipt of a purchase order.
                                              
      Supplies – Deliveries shall be made within two (2) working days after they are requested.  A minimum of four (4) weeks worth of supplies will be delivered at one time.           

2.   Payment Terms
      Payment will not be made until it has been determined the equipment meets all the specifications and accepted by the University.

3.   Machine Evaluation
      The University will evaluate the performance of newly installed machines within 90 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.

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

      The Contractor must respond to all sales and general communications not later than the next business day.

5.   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 Chemistry 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 (see example below).  Also, the University requires that the "Up Time Guarantee" remain in force for as long as Chemistry maintains a continuous maintenance agreement with the Contractor. 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.

6.   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”.

7.   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.

8.   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

9.   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 Chemistry.  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 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.

      11.2  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

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

      11.4  If subcontractors are to be used, the Contractor must clearly explain their participation.

Revision History:

(11/2/07): added "Special Approval" language.

AMENDMENT #1 (8/14/09): issued to (1) removed "Special Approval" language; (2) show change in language for Eligible Purchasers and Cooperative Purchasing; and (3) show change in UW contact person.