Major Office Machines

In January 2012, the University joined the Whole of Australian Government panel arrangement for the supply of Major Office Machines. This arrangement includes the supply of multi-function devices (MFDs), network printers, facsimile machines, scanners and all associated maintenance and consumables. The University entered into contracts with three suppliers: Fuji Xerox, Konica Minolta and Lexmark. The Whole of Australian Government arrangement offers the University not only a choice of suppliers but also a broad range of office machines with a variety of options, capacities and special features at exceptional value for money prices.

In late November 2016, the Department of Finance (Finance) established the second Major Office Machines panel (MOMs II). In December 2016, the University joined the MOMs II arrangement in order to continue to obtain the savings that were achieved under the previous MOMs arrangement. The University Procurement and Contracts Office (UPCO) has initiated an evaluation process to identify two (2) preferred suppliers for the provision of major office machines. The preferred suppliers are expected to be selected by the end of February 2017. In the interim, purchases can continue to be made from two (2) of the University’s suppliers from the previous MOMs arrangement, Fuji Xerox and Konica Minolta, noting that purchases will be under the MOMs II arrangement. Lexmark are not on the MOMs II panel, and therefore purchases can no longer be made from them unless an exemption is obtained.

A new form is required to be completed for purchases from Fuji Xerox and Konica Minolta. The forms can be found in the Reference Documents on this page. Once the preferred suppliers under MOMs II have been selected, UPCO will work with the suppliers to reduce the complexity of the order forms. If you require assistance completing the forms in the interim, please contact us.

Use of this contract is mandatory for all applicable University procurements. Compliance with the mandatory requirement of this arrangement will be monitored and enforced by both the University and the Department of Finance.

Major Office Machines Scope and Defintions

The categories of equipment included under this arrangement are:

·         Small, medium and large monochrome network printers;

·         Small and medium colour network printers;

·         Small, medium and large monochrome and colour MFDs;

·         A4, A3 and High Resolution Scanners.

The arrangement also covers ongoing services and consumables costs in the form of impression charges (or 'per click' charges) or yearly maintenance fees (only available for printers).

The following are the capacity specifications for equipment under the Whole of Australian Government Major Office Machines arrangement.

Printers

·         Small mono   20+ ppm (available 30 to 53ppm)

·         Medium mono   30+ppm (available 43 to 55ppm)

·         Large mono   45+ppm (available 50ppm)

·         Small colour   20+ppm (available 23 to 47ppm)

·         Medium colour   30+ppm (available 30 to 55ppm)

MFDs

·         Small mono   30+ ppm (available 30 to 36ppm)

·         Medium mono   45+ppm (available 45 to 55ppm)

·         Large mono   60+ppm (available 65ppm)

·         Small colour   30+ppm (available 30 to 36ppm)

·         Medium colour   40+ppm (available 45ppm)

·         Large colour   55+ppm (available 55ppm)

ppm = page per minute

 

Out of Scope Equipment

Out of scope equipment includes:

·         Production equipment;

·         Print room equipment;

·         Printers incapable of being networked;

·         Inkjet devices; and

·         Plotters.

Any out of scope equipment can be purchased under the University's procurement policy. Any equipment that fits the category descriptions above but is believed to be out of scope requires confirmation and approval from the Department of Finance and Deregulation via UPCO. For approvals for out of scope equipment please email contracts.office@anu.edu.au.

 

Order Placement

Please ensure you have the appropriate delegate approval before committing the University to any spend under this procurement arrangement.

The following conditions relating to the placement of orders under the MOMs agreement must be adhered to. Our suppliers will not accept orders unless these conditions are met.

1.       Obtain a quotation from the relevant supplier's contact (listed below). Alternate quotations are not required, however, you can request quotes from more than one of the above listed suppliers. Quotations will include a 5% charge for 'CAF' (Central Administration Fee). CAF is a surcharge paid by the University for access to the MOMs arrangements and is collected by the suppliers on behalf of the Department of Finance and Deregulation. CAF is calculated on the GST exclusive cost of equipment and must be included in the line item cost on the ANU Purchase Order.

2.       Orders must be placed using an ANU official Purchase Order.

3.       Once you have created your Purchase Order, complete the MOMs Order Form (found in the Reference Documents at the top of this page).

4.       The MOMS Order Form and the Purchase Order must then be emailed to the applicable email address for the supplier. Appropriate email addresses are:

Fuji Xerox ACT.salessupport@aus.fujixerox.com and John.Nelson@aus.fujixerox.com

Konica Minolta wayne.fraser@konicaminolta.com.au

5.       Once the equipment has been received an email must be sent to contracts.office@anu.edu.au providing the serial number of the equipment and the general ledger charge code which the copy charges are to be charged to.

 

Maintenance

As a condition of the MOMs arrangement, maintenance must be purchased for all printers and MFDs.

Printers may be purchased either under an impression charge arrangement or with a yearly maintenance fee, which must be purchased for the life cycle of the machine (to a maximum of 5 years). 

MFDs must be purchased under the impression charge arrangement, which is typically for a period of 5 years (minimum 3 years).

Scanners receive free maintenance for the first year and can be extended if the device owner elects to do so.

 

Consumables Ordering

For Fuji Xerox and Lexmark, consumables such as toner cartridges and drum units can be ordered by contacting the suppliers. Note that for devices under an impression charge arrangement, there is no charge at the time of ordering consumables (the consumables cost is included in the impression charge).

For Konica Minolta, approximately 80% of devices are now automatically ordering consumables, as required, via the Konica Minolta OPS system. Orders for toner will be automatically placed when the toner reaches 20-30% remaining capacity. Drum units will be ordered as they approach end of life. Consumables should take approximately one week to arrive: if you have not received toner within one week of low toner notifications appearing on your device, please contact the Konica Minolta helpdesk. If you are unsure whether your device is reporting to the Konica Minolta OPS system, please contact contracts.office@anu.edu.au. If you have an urgent requirement for consumables, please contact contracts.office@anu.edu.au as we may be able to source toner for you from the supplier's local offices.

 

Invoicing Procedures

All equipment purchased under the MOMs agreement will be invoiced directly to the area that has purchased and taken delivery of the equipment, so the associated purchase order will close when payment is processed against it and an asset can be created by the area if required.

Impression charges and service costs will be invoiced centrally to the University Procurement and Contracts Office. The charges are then allocated based on the device serial number. It is therefore essential that changes in ownership of devices or to budget codes are identified to contracts.office@anu.edu.au

 

Disposals

Fuji Xerox and Konica Minolta both offer disposal services for devices. Please refer to the contact details below. Disposals can also be made through the University's waste provider. Contact waste@anu.edu.au for more information.

 

Contact Details

The suppliers contact details are:

Fuji Xerox Australia Pty Limited Att: John Nelson Mobile: 0400 729 200  Email: John.Nelson@aus.fujixerox.com

Konica Minolta Australia  Att: Mr Wayne Fraser  Phone: 6206 6517  Fax: 6280 6555  Mobile: 0418 649 089  Email: wayne.fraser@konicaminolta.com.au

For any further information concerning this arrangement please contact contracts.office@anu.edu.au.