Document Output Devices July 2013 Hello, I am Rebecca Sutherland from the Strategic Procurement Team and today I will be providing you with an overview of the supplier contract for Document Output Devices (such as MFDs and Printers).

Firstly…. a huge thank you! Much support received – thank you Co-operation is greatly appreciated Firstly, I would like to say a huge thank you to all the IT staff across the University who have diligently answered thousands of my questions and been so patient whilst we work through the ordering process and I think we will be very successful in implementing the new tender arrangement across the University which will bring about significant savings. Also, we have included a number of hyperlinks within this presentation that you will be able to access after today to assist you with locating the information and forms that we will discuss today.

Introduction The Tender Panel appointed the below suppliers as the service providers of Document Output Devices to the University: Fuji-Xerox – for the provision of Multifunction Devices (MFDs) and Multifunction Printers (MFPs). Kyocera – for the provision of Printers only. More information regarding our Preferred Suppliers can be found here. In 2012, the University commenced a competitive procurement exercise to establish formal long-term contracting arrangements for the provision, support and maintenance of Document Output Devices. This procurement category was identified as a significant opportunity to rationalise the number of suppliers and the large range of devices whilst reducing internal costs associated with the management of a diverse range of suppliers and technologies.   A tender panel was formed which included key areas from across the University who agreed on an Acquisition Strategy, formulated tender documents, and evaluated the tendered responses. The scope of the project includes all Document Output Devices located in student computer pools, libraries and the general office environment across all of the University’s campuses (including Regional Campuses) and administrative locations. Within the Request for Tender document, the University reserved the right to award the MFD and Printer segments separately as the University would achieve further savings over the contract term by proceeding on the basis of the lowest-cost combination (being Fuji Xerox and Kyocera). The Tender Panel recommended the adoption of the lowest-cost option, whereby: - Fuji Xerox was appointed as the preferred supplier for the provision, support and maintenance of Multi-Function Devices and Multi-Function Printers; and - Kyocera was appointed as the preferred supplier for the provision, support and maintenance of Printers only.

A few stats…… Over 1,100 Document Output Devices University-wide: 200x MFDs 900x Printers 20x different suppliers From the audit conducted in 2012 by completing a walk around and a scan of the network revealed that there are over 1,100 devices across the University. This is made up of approximately 200 MFDs and over 900 Printers from over 20 different suppliers. Each printer requires a different toner cartridge with some of the older devices equating to 30cents per page. Storage is required for the large array of toner cartridges. Many printers cannot print double sided. Only one year manufacturers warranty with no ongoing maintenance and support if the device breaks down. All of these factors end up costing the University a significant amount of money.

$3.14m savings over the life of the contract (5 years) Beneficial outcomes…… Improved price-per-copy rates (click charges) and equipment costs; Comprehensive support and maintenance services; Pro-active fleet management services; Consolidated invoicing; and Options for future innovative print solutions. $3.14m savings over the life of the contract (5 years) The Tender Panel selected Fuji Xerox and Kyocera to be the service providers as they collectively offered the most beneficial outcomes.   These included: - improved equipment costs and price-per-copy rates (or known as ‘click charges’); - comprehensive support and maintenance services; compatibility with student print management software; pro-active fleet management services, Improved invoicing process which will reduce the number of invoices required to be processed; and Improved pricing for all devices has been applied which will directly assist Divisions, Schools and Units achieve immediate savings!  The total contract value for this contract is estimated at $5.98m, and this tender exercise is forecast to deliver savings of $3.14m (34.4%) over the five-year term of the contract.

Establishing Requirements Assist with Document Output Device selection by asking some questions for consideration, including: Where is the nearest Device? Number of users? What is the printing volume? Colour or black and white printing? Printing functionality (stapling, booklet making, scanning, faxing)? Space available? If you are still unsure, please contact one of our preferred suppliers for expert advice and guidance on selection of a Document Output Device. This establishing requirements process has been documented in a ‘guide’ for future reference. To assist with selecting the right Document Output Device ask the end user some questions to consider: Where is the nearest Multifunction device? Is it possible that they can use rather than purchasing a printer? How many people will require access to the device? What is the expected printing volume for the device? Do they expect the volume to increase over the next 5 years? What is the current space available for the new device? Will the proposed model fit? These questions will help the end user in determining the best device for their environment. We do however, recommend that the Contract Managers from Fuji Xerox and Kyocera are contacted for expert advice. The Contract Managers can visit the site and determine the best printer solution as each case have their individual requirements. Guidelines to assist you and the end user are available on the Procurement Website.

The Ordering Process Obtain the relevant quotation from the dedicated Document Output Device website. Raise Purchase Order in the FinanceOne system. Email Purchase Order to Preferred Supplier using the email template, ensuring you provide the following details: Cost Centre Details for ongoing click charges (NB item code 1012 for staff printing and 1418 for student pools and library printing); End User (Billing Contact for meter readings etc.); Technical Contact (IT staff responsible for delivery and install) Org 2 Code (for blue-plate stickers); Exact delivery address (including room number and campus); and Details of any old equipment that needs to be removed (including brand, model and serial number). This ordering process has been documented in a ‘guide’ for future reference. Once requirements have been established, obtain the relevant quotation from our dedicated Document Output Device website or directly from the Account Manager at Fuji Xerox or Kyocera. A purchase order will then need to be raised in Finance One which can be done through the Area’s Finance Officer or Admin person. Email the purchase order to the Account Manager ensuring that you include details such as, cost centre and item code for ongoing click charges, the end user, ORG 2 code for Blue Plate registration, delivery address and any old equipment that needs to be removed. We have created an email template for you to utilise which provides you with the ability to copy and paste into an email.

Internal Leasing Applicable to MFDs (or ‘IT Leasing Rounds’) Allows areas to spread the costs over a term where the capital funding has not been budgeted Leasing calculator can be used to work out the repayments: Equipment is the property of the University of South Australia from delivery. Internal leases are available to Areas that have the requirement to purchase Multifunction Devices, however do not have sufficient funds available in their budgets. An internal lease provides the Areas with the ability to spread the cost of the equipment for a 5 year period. The initial purchase is paid from the University’s corporate cost centre and automated journals are set up to recoup the cost from the Areas over the term of the lease. The leasing calculator is available on the Strategic Procurement webpage and will calculate the monthly instalments and total repayment amount so Cost Centre Manager’s are aware of the total cost.

Internal Leasing (continued…) Strategic Procurement arrange and manage the internal leases – please contact us when you are ready to place the order and provide us with: Quote for chosen Device; Cost Centre Details; Vice Chancellor’s Authorisation; Exact delivery address (including room number); Any disposal requirements (for collection); End User and contact details for services (usually Admin Staff member); and UniSA contact person and contact details for installation (IT Staff member). Strategic Procurement will then raise the Purchase Order and send it to the Preferred Supplier on your behalf, advising you when this has been done. Strategic Procurement arrange and manage the internal leases – please contact us when you are ready to place the order and provide us with the same information that you would when placing the order directly with the supplier. Strategic Procurement will then complete the administration of an internal lease, raise the Purchase Order and send it to the Preferred Supplier on your behalf, advising you when this has been done.

Document Output Devices for Off-Site Use Staff need to be aware of their responsibilities of having UniSA owned equipment off-site The agreement needs to be signed to ensure staff agree to: Take regular meter readings Return the equipment if the staff member leaves Repair using only the Preferred Supplier Approval in accordance with the vice-Chancellor’s Authorisations Guidelines on the procedure are available to assist you. Since the commencement of the new tender for Document Output Devices, we have received queries relating to the management for devices for off-site use in particular for homes. We have completed some guidelines to assist you work through these scenarios or pass on to the relevant Areas. An agreement has also been developed that needs to be agreed, signed and approved prior to the purchase of devices for home usage. The guidelines and the agreement will ensure that staff take responsibility for the devices off UniSA premises. Staff will be required to ensure they take regular meter readings of the device by printing out status pages each month and providing to their Area’s admin person to record and provide to the suppliers.

Thank You Any Questions?