Contract Period: December 1, 2001 through April 30, 2005 Amendment Date



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Amendment 4 - Statewide Fax Machine Contract 15-60061-211
Statewide Contract Number: 15-60061-211

Commodity or Service: Fax Machines

Contract Period: December 1, 2001 through April 30, 2005

Amendment Date: October 25, 2004

RFB Number: 27591-KWP

Contract Manager: Susanne Petro, 608-266-1725

E-Mail: susanne.petro@doa.state.wi.us


Table of Contents:
Contractors: Pages 1 / 2

Major Changes to the Contract from the Previous Contract: Page 3

Instructions how to use Contract and Manufacturers Web Sites: Pages 4 / 6

Contract Conditions and Specifications and Glossary of Fax Terms: Pages 7 / 18

Awarded Machine Pricing, Supplies, Accessories & Machine Features: Pages 19 / 36
Commodity Code:

NIGP

Type of Acquisition Commodity Codes

All Purchase Orders 60061
Contractors:

Listed below are the contractors that Purchase Orders and Purchasing Card orders should be issued to.


Co-Op P-Card

Contractors Phone Numbers FEIN Number Agreement Agreement

Corporate Business Systems 608-224-0918 39-1915759 Yes Yes*

2018 South Stoughton Road 608-224-1034 Fax

Madison, WI 53716 Web Site: N/A

Contact: Michael Blake, E-Mail: Mblake@corpbussystems (Address e-mail to Mike Blake)

Imagistics International Corp. 1-800-289-0942 06-1611068 Yes Yes*

3720 North 124th Street, Unit A 414-321-0400

P.O. Box 270167 Fax: 1-800-546-9618 Web Site: www.imagistics.com

Wauwatosa, WI 53222



Contact: Sandy Schumacher, E-Mail: sandra.schumacher@imagistics.com (Address to Sandy Schumacher)

Kubichek Office Products Group 1-866-228-4100 39-1094577 Yes Yes*

12530 West Burleigh Road 262-754-0700

Brookfield, WI 53005 262-754-0705 Fax Web Site: www.kubichek.com

Madison: Karen Strausser, 608-243-8000, E-Mail: kopgmdsn@chorus.net (Address to Karen Strausser)



Milwaukee: John Kaye, E-Mail: kubicorp@execpc.com (Address e-mail to John Kaye)

Muratec America, Inc. 469-429-3489 56-1342325 Yes Yes*

3301 East Plano Parkway, Suite 100 469-429-3490 Fax

Plano, TX 75074 Web Site: www.muratec.com

Contact: Jerry Roberts, E-Mail: jroberts@muratec.com (Address e-mail to Jerry Roberts)



Muratec Dealer List (Note: Muratec authorized dealers are listed on the next page):

*SPECIAL NOTE: The State Purchasing Card can only be used to Purchase Facsimile Machines & Purchase Supplies. The State Purchasing Card MUST NOT be used to Rent Facsimile Machines, or, to Purchase Maintenance Contracts.
Muratec State of Wisconsin Dealers (Continued):
Copy Plus, Inc., Milwaukee, Robert Feutz, 414-353-2369: Authorized Counties: Milwaukee, Waukesha,

Corporate Express, Patrick Phillips 920-338-6700: Authorized Counties: Brown, Calumet, Dodge, Door, Kenosha, Kewaunee, Manitowoc, Marinette, Menomonie, Milwaukee, Oconto, Outagamie, Ozaukee, Shawano, Sheboygan, Walworth, Washington, Waukesha, Waupaca, Winnebago, Wood

Creative Solutions, Manitowoc, Julie Hartlaub, 920-726-4510: Authorized Counties: Manitowoc

Crystal Comm., USA, Inc., Milwaukee, Tyler Nyborg, 414-383-7200: Authorized Counties: Milwaukee

James Office Equipment., Brookfield, Herb Rahn, 262-781-7700: Authorized Counties: Jefferson, Kenosha, Milwaukee, Ozaukee, Racine, Richland, Walworth, Washington, Waukesha.

J&G Office Products, Janesville, Greg Quinn, 608-743-0858: Authorized Counties: Dane, Green, Jefferson, Rock, Walworth.

Milwaukee Office Products, Inc., Wauwatosa, Mark L. Mueller, 414-456-9339: Authorized Counties: Milwaukee, Waukesha,

Minar Business Machines (Branch of North Shore Business Tech), Watertown, Nick Kirtz, 920-261-8600: Authorized Counties: Dane, Dodge, Jefferson, Milwaukee, Rock, Waukesha

Muratec Service (LMS), Statewide, Dale Roddy, Service Supervisor, 1-800-347-3296: Authorized Counties: Adams, Ashland, Barron, Bayfield, Brown, Buffalo, Burnett, Calumet, Chippewa, Clark, Columbia, Crawford, Dane, Dodge, Door, Douglas, Dunn, Eau Claire, Florence, Fond du Lac, Forest, Grant, Green, Green Lake, Iowa, Iron, Jackson, Jefferson, Juneau, Kenosha, Kewaunee, La Crosse, Lafayette, Langlade, Lincoln, Manitowoc, Marathon, Marinette, Marquette, Menomonie, Milwaukee, Monroe, Oconto, Oneida, Outagamie, Ozaukee, Pepin, Pierce, Polk, Portage, Price, Racine, Richland, Rock, Rusk, Sauk, Sawyer, Shawano, Sheboygan, St. Croix, Taylor, Trempealeau, Vernon, Vilas, Walworth, Washburn, Washington, Waukesha, Waupaca, Waushara, Winnebago, Wood

North Shore Business Tech., Kenosha, Nick Kirtz, 262-657-1575: Authorized Counties: Dane, Dodge,
Kenosha, Racine, Walworth

Office Solutions, Wausau, Mark Martin, 715-848-3292: Authorized Counties: Adams, Clark, Forest, Iron, Jackson, Juneau, Langlade, Lincoln, Marathon, Menomonie, Oneida, Portage, Price, Shawano, Taylor, Vilas, Washington, Waupaca, Winnebago,

Oshkosh Office Systems, Oshkosh, Scott Grady, 920-235-8200: Authorized Counties: Adams, Dodge, Fond du Lac, Green Lake, Marquette, Outagamie, Ozaukee, Sheboygan, Washington, Winnebago

Ross Imaging, Inc., Sheboygan, Dick Holstein, 920-452-2771: Authorized Counties: Brown, Calumet, Fond du Lac, Manitowoc, Outagamie, Ozaukee, Sheboygan, Washington, Winnebago

*SPECIAL NOTE: The State Purchasing Card can only be used to Purchase Facsimile Machines & Purchase Supplies. The State Purchasing Card MUST NOT be used to Rent Facsimile Machines, or, to Purchase Maintenance Contracts.
Major Changes to this Contract from the Previous Contract
1. SPECIAL NOTE: You can now DEDUCT the cost for On-Site Delivery and Set-Up if you wish to install and set-up the fax machine yourself. All fax machines come with On-Site Delivery, Installation, Set-Up and 1 Hour of On-Site Training, however, if you wish to install and set-up the machine yourself then you can deduct this cost.

2 The Features Section listing the features and specifications for each model has been sorted by contract level so you can now compare side-by-side all the models for each level.

3. All of the contractors will accept the state Purchasing Card for payment on this contract.

4. All machines on this contract are required to be EPA Energy Star compliant.

5. The contract has additional language for remedy of late delivery of machines and late service to repair machines.

6. If you wish to have your machine come with an on-site maintenance warranty, you will have to purchase an annual maintenance contract. The “Machine Features” section lists the kind of warranty each machine comes with. On-site warranty means the vendor will come out and repair your fax machine at your location during the warranty period, whereas, depot warranty means you are required to send or bring the machine in to a repair facility to be repaired. If you wish to purchase an on-site maintenance contract, you should schedule the maintenance contract to start on the day after any on-site warranty ends. If you want on-site maintenance for any machines with depot warranties you will need to purchase an on-site maintenance contract starting with day one. Note: Rental machines are warranted with on-site maintenance for as long as they are rented.

7. If you wish to contract for maintenance with a local dealer there are some things you should be asking for, which include:

Ask for on-site, or, depot maintenance (see glossary)

Depending on location, you should require a minimum number of hours (4 or 8 hours) for service to arrive.

The maintenance contract should include all parts & labor.

The maintenance contract should be an annual contract.

A loner fax machine should be required if your fax machine will be down for more than one day.



8. Due to decreasing machine costs, Rental machines are now only available on Levels 5 and 6. This is also a reminder that rental machines do not include supplies as part of the rental cost. Supplies for both rental and purchase must be purchased separately. Supplies are available through this contract, or, agencies may purchase supplies from any source they choose.

How to Obtain a Fax Machine From this Contract
1. AGENCY PLANNING PROCEDURES: The first step in the acquisition of a facsimile machine is to make an evaluation of your needs. NOTE - A large number of fax machines are put into locations where the volume of faxes sent and received have been underestimated. The machines in the contract levels can handle as a minimum the following pages per month;
Level 1 - Machine can receive at least 200 Pages Per Month, 50 Per Week, 10 Per Day.

Level 2 - Machine can receive at least 300 Pages Per Month, 75 Per Week, 15 Per Day.

Level 3 - Machine can receive at least 400 Pages Per Month, 100 Per Week, 20 Per Day.

Level 4 - Machine can receive at least 600 Pages Per Month, 150 Per Week, 30 Per Day.

Level 5 - Machine can receive at least 800 Pages Per Month, 200 Per Week, 40 Per Day.

Level 6 - Machine can receive at least 1,000 Pages Per Month, 250 Per Week, 50 Per Day.
All of the machines on the contract have capabilities to receive more pages than those numbers listed above, the listing above is just a guide to indicate that each higher contract level is more capable than the previous one. Note: If you need a higher usage machine then go the Copier Contract 15-71100-(-11) and acquire a copier with a fax module as these machines will give you additional capability for very high usage.
Put together a listing of feature you want on your fax machine then turn to the Machine Specification Levels section and find the facsimile machine that best fits the features you need. All levels offer different makes and models to choose from. Listed in the glossary are descriptions of the common generic fax terms and specifications.
Internet Information: Use the internet to find out more about the different makes and models, listed below are the internet web sites for all the brands of fax machines on this contract.
Brother: http://www.brother.com/usa/fax/fax_cntr.html

Muratec: http://www.muratec.com

Okidata: http://www.okidata.com/mkt/html/nf/Fax.html

Panasonic: http://www.panasonic.com/office/fax/fax.html

Imagistics: http://www.imagistics.com/Public/homeI.asp?fl=y&bg=n&ns4=n&mc=n

Samsung: http://www.samsungusa.com/cgi-bin/nabc/home/b2c_home_samsungusa.jsp

Savin: http://www.savin.com
What will you actually get when your machine is delivered?
The minimum features listed on each page of the Awarded Machine Section are bid minimums, they do not actually reflect the features of those machines listed. Their purpose is to show that each level contains different features and that the machines are required to come with no less than the listed minimum number of features. You will almost always receive more features than are listed as the minimum features. To find out what actual features you will receive on a particular machine be sure to look at the actual individual machine features listed in the "Features Section".
2. SPECIAL CONDITIONS OF BID: Be sure to read the Special Conditions of Bid section and underline or mark parts that will be important to you.
3. TRADE-INS: Most vendors do not want used machines; however if you have a fax machine to trade-in, it never hurts to ask a contractor if they are interested in your old machine.
4. WHERE TO FIND MAINTENANCE: All purchase machines lists the cost for on-site maintenance which you can contract for or not at your discretion, or, contact a local dealer to give you a price for maintenance. Note: Rental machines come with on-site maintenance as part of the rental price (Levels 5 and 6 only).
5. WHERE TO FIND SUPPLIES: Supply costs and yields are located just below the awarded machines. Note: You are not obligated to purchase supplies from the vendor you acquired the machine from.
6. WISCONSIN’S COOPERATIVE PURCHASING SERVICE NOTE: This section does not apply to State Agencies. Under s. 16.73 of the Wisconsin Statutes, the state is authorized to enter into joint contracts with Wisconsin municipalities for the purchase of materials, supplies, equipment, permanent personal property, miscellaneous capital or contractual services.
Under s. 16.70(2m) of the Wisconsin Statutes, a municipality is defined as a county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district or any other public or quasi-public corporation, officer, board or other body having the authority to award public contracts.
Orders are to be entered to the contractor directly by the municipality. Receipt, acceptance, inspection, payment, service, warranty and claims will be the responsibility of the municipality. The list of contractors will indicate if they agreed to this provision.
7. PURCHASE ORDERS: The next step is to issue a Purchase Order to the contractor listed for that machine. It is very important that you familiarize yourself with these instructions. All the instructions for completing Purchase Orders are listed in the State Procurement Manual Section (PRO-E-1). It is highly recommended that you take the time to read this section.

8. PURCHASE ORDER STATEMENTS: It’s recommended that each Purchase Order include a statement listing all of the necessary items for each machine placement. Listed below are sample statements which each PO should include, or, you may compose your own statement if you wish, which, should include any necessary information.
8.1 Purchase Order Statement for Outright Purchase Machines:
Purchase of a new XXX XXXX fax machine chosen from Level X. The purchase cost includes delivery, installation, setup &on-site training.”
Or, if you plan on installing the machine yourself,
Purchase of a new XXX XXXX fax machine chosen from Level X. The purchase cost includes shipping the machine to the agency. The Agency will Install and Set-Up the Fax machine so we are deducting $XX.XX, the On-Site Delivery, Installation, Set-Up and 1 Hour of On-Site Training cost. The machine cost includes 1 Hour worth of telephone training if requested.”
8.2 Purchase Order Statement for Maintenance For Purchase Machines Only (Rental machines include on-site maintenance as part of the rental cost):
This Purchase Order is for the first year of maintenance for the XXX XXXX fax machine taken from Level X. SPECIAL NOTE: "The maintenance cost must remain firm for three (3) years and includes all parts and labor.”

8. PURCHASE ORDER STATEMENTS (Continued):
8.3 Purchase Order Statement for Rental Machines (Levels 5 and 6 only):
36 Month rental of a new XXX XXXX fax machine chosen from Level X. This Purchase Order covers the period XX/XX/XX thru XX/XX/XX. Additional Purchase Orders will be issued to complete the 36 month rental period. (Add a statement about the buyout cost if you plan on buying the machine at the end of the 36-month rental period. “At the end of three years the buyout cost is $XX.XX”) As part of the rental contract, on-site maintenance is required to be furnished by the contractor and is included in the rental cost. The rental cost includes delivery, installation, setup &one hour of on-site training.
$XX.XX (per month cost) x 12 months = $XXX.XX (total cost for this purchase order)”
8.4 Purchase Order Statement for Supplies: (Agencies are not required to purchase supplies from the contractor they acquired the machine from if they do not wish to do so.)
This Purchase Order is for supplies for the XXX XXXX model fax machine”
Black Toner cost per case is; $XX.XX and includes all shipping and handling costs.”
Drum Kit cost is; $XX.XX and includes all shipping and handling costs.”

Contract Conditions and Specifications
1. ACCESSORIES: All accessories listed on the bid forms must be OEM authorized. Prices must include accessory installation in the fax machine when the machine is acquired.
2. ACTIVITY REPORTS: Contractors are required to furnish periodic (i.e. monthly, quarterly, semi-annual and/or annual) electronic activity reports on this contract to the Contract Manager. The reports must include separate listings of State Agency and Municipality* contract activity. Contractors will be furnished with a MS Excel workbook that the contractor is required to complete. Information required on activity reports will be whatever is deemed necessary by the contract manager. Currently the activity report requires the following information:
Contractor Name Contract Level the machine was acquired from.

Purchasing Card Check Off Listing if machine was Purchased or Rented

Ordering Agency Name and City Listing if Maintenance Contract was Purchased

City of Ordering Agency Date Purchase Order was Received

Make and Model ordered

Listing if On-Site Delivery, Setup & 1 Hour On-Site Training was purchased


*A "municipality" is defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the authority to award public contracts (s. 16.70(8), Wis. Stats.). NOTE: All 4 and 2 year University of Wisconsin System schools are considered State Agencies for reporting purposes.
3. AVAILABILITY OF MACHINES: All machines bid on this contract must be available for delivery on the first day of the contract ordering period.
4. BID CONDITIONS: This contract covers both the outright purchase and the rental of facsimile machines (Rental on Levels 5 & 6 only). All special conditions pertain to both outright purchase and rental machines unless the condition specifies it pertains to only one or the other.
5. CONTRACT INACTIVITY: The state reserves the right to remove from the contract any vendor that in the opinion of the contract manager is not actively selling and renting their awarded machines to state agencies and municipalities. Proof of inactivity will be based on the activity reports which are required as part of the contract. Those vendors that have had low activity in previous copier contract(s) may have their previous inactivity used as a justification for not making award(s) on the facsimile contract being bid.
6. CONTRACT ORDERING PERIOD: This contract will have a Eleven Month (11) ordering period of December 1, 2001 through October 31, 2002 plus any extension periods. This contract may be extended for two one-year periods, or, whatever time period is deemed in the best interest of the state, if mutually agreeable to the contractors and the state. Whether the state extends this contract or not is at the discretion of the State Bureau of Procurement. All conditions remain unchanged during any extension periods. If the contract is extended, the state may negotiate different prices with the contractors for the extension period to reflect market conditions and to add vendors and machines from any of the bidders, whatever is deemed in the best interest of the state.
7. CONTRACT PERFORMANCE FOR MACHINES WITH A ON-SITE MAINTENANCE AGREEMENT AND ALL RENTAL MACHINES (Rental on Levels 5 & 6 Only): The state is requiring an UP TIME GUARANTEE on all machines where a maintenance contract has been purchased, and, all rental machines, of at least 95% during each calendar month. The 95% up time is based on an 8:00 a.m. to 4:30 p.m. working day, excluding weekends and Wisconsin state holidays. The up time guarantee applies to rental machines for the life of the rental agreement. If the machine fails to meet this 95% up time requirement for one month, the state may require the vendor to do a like-for-like replacement of that machine (like-for-like replacement = a facsimile machine in working condition that has the same approximate age, features and speed). The state is the sole judge of what is like-for-like.
8. CUSTOMERS OTHER THAN THE STATE OF WISCONSIN: Bidders on this contract should currently be in business, supplying similar goods to customers other than the State of Wisconsin.
9. DELIVERY, SETUP AND TRAINING: All machines must be delivered within three weeks after receipt of order, unless different schedules are specified by the ordering agency. Failure to provide deliveries within the three week (3) time limit may result in cancellation of the order and/or subsequent cancellation of the contract.
Purchase: All machines are required to be delivered on-site, installed, set-up with 1 hour on-site training to any location within the State of Wisconsin. For those agencies that wish to install the machine themselves, the agency can deduct the on-site delivery cost and the vendor will ship the fax machine to any location within the State of Wisconsin free of charge. Agency installed machines must include at least one hour of telephone training.
Rental: All Rental machines require on-site delivery, setup and one hour on-site training, and removal at the end of the rental period to any location within the state of Wisconsin.
On-Site Delivery: All machines are required to come with on-site delivery, set-up and one hour on-site training for every level on the contract to any location in the state of Wisconsin. The contractor is required to notify the ordering agency if delivery and training is to be done by a subcontractor or local dealer before the machine is delivered.
The first time a written State Agency complaint about late delivery is received by the contract manager, the contractor will be notified by telephone and/or letter warning the contractor that there is a problem with their delivery response time and requiring they comply with the contract conditions. The second time a documented problem with late delivery is received, the contractor may be required to come in for a meeting with the contract manager. The contractor will be advised of the possible consequences which may include cancellation of the contract if there are any future delivery problems. The third time a documented late delivery complaint is received by the contract manager the contract may be cancelled for that contractor.
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