Proposal for a Drawdown Agreement Under the Colour Laser Printer Framework

Proposal for a DRAWDOWN AGREEMENT Under the Colour Laser Printer Framework

This part is to be completed by the Vendor in their response

Contact Name: Telephone: e-mail:

Vendor’s Response Reference:

Please submit the information requested below. This information will be assessed by [Customer] with a view to establishing a drawdown agreement under the Colour Laser Printer Framework with the most suitable vendor in terms of the evaluation criteria specified in section 4.2 of this document.

SECTION 1.

1.1. Customer Organisation

1.2. Contact Name: Contact e-mail: Contact Phone:

1.3. Closing Date/Time for responses: You should allow enough time for the vendors to submit a proposal – recommended minimum of 2 working weeks.

1.4. Anticipated Award Date:

1.5. Duration: 12 months with an option to extend by up to a further 6 months.

1.6. Indicative Quantities: Initially X Colour Laser Printers with further (Vendors should note that this value is orders to a maximum of XXX likely over the indicative only and does not imply a duration of the drawdown. commitment on the part of the Customer to purchase said quantity).

1.7. Delivery Address(es):

1.8. Will samples of the Colour Laser Yes or No. You should bear in mind that the supply Printer specified in section 2 be of samples can incur a substantial cost on the vendor and if possible you should consider visiting required for evaluation? reference sites where you can see the products in action and ask questions of the users instead.

- 1 - Proposal for a Drawdown Agreement under the Colour Laser Printer Framework

SECTION 2. Products & Services

2.1. Colour Laser Printer

[Customer] may purchase any Colour Laser Printer from the successful vendor’s Agreed Range under the Colour Laser Printer Framework.

2.1.1 Standard Colour Laser Printer.

Notwithstanding the point made above, the Colour Laser Printer specified below is indicative of [Customer]’s standard requirements for Colour Laser Printers and will therefore be used for the purposes of evaluating this proposal.

General Description The Colour Laser Printers will be used as a general office Colour Laser of Intended Use Printer and therefore Vendors will notice that the specification is similar to that of the Standard Colour Laser Printer offered through the framework.

Heading Min Value Proposed Value Make & Model Print Speed (Default 20 pages per minute Mono & Colour Quality) Print Quality (dpi) 600 x 600 dpi Paper Trays 1 with 500 A4 Standard Laser/Copier sheet capacity Capable of taking a second tray (min of 50 A4 Standard Laser/Copier sheets) Media Types A4 Standard Laser/Copier paper, transparencies, labels and envelopes

Page yield of the Black Toner Cartridge supplied with the Printer Page yield of the Cyan Toner Cartridge supplied with the Printer Page yield of the Magenta Toner Cartridge supplied with the Printer Page yield of the Yellow Toner Cartridge supplied with the Printer Duplex Option must be available Installed RAM 64MB Printer Languages PCL 5 or above, Postscript 3 or above Connectivity Internal RJ45 10/100 Ethernet, USB 2.0 Configuration/ Front panel status and configuration Operation display. Energy Star Compliance Warranty 3 years Next Business Day On-Site Countrywide including full parts and

labour cover. Cost (ex VAT) Delivery (ex VAT) TCO (ex VAT) over 3 years @ 5,000 pages per month (figure calculated using table provided below) Brochure URL

TCO Figure Purchase Price of printer Delivery Cost of Black Toner Page yield of the cartridge supplied with the printer Page yield of subsequent cartridges Number of Cartridges to be purchased Total Black Toner Cost Cost of Colour Toner Page yield of the cartridge supplied with the printer Page yield of subsequent cartridges Number of Cartridges to be purchased Total Colour Toner Cost Total Toner Costs Image Drum/Fuser Kit Page Life Cost of Image Drum/Fuser Kit Number of Additional Consumables Required Cost of Additional Consumables TCO (ex VAT)

Variants Cost Where Customers may wish to purchase the Colour Laser Printer specification Difference given above with the following: (i.e. +/- €x) e.g. Duplexer, additional tray, etc.

Consumables (include all consumables Rated Pages/Lifespan Cost necessary to calculate the Total Cost of Coverage In Pages Ownership) Standard Black Toner Cartridge Standard Cyan Toner Cartridge Standard Magenta Toner Cartridge Standard Yellow Toner Cartridge High Capacity Black Toner Cartridge High Capacity Cyan Toner Cartridge High Capacity Magenta Toner Cartridge High Capacity Yellow Toner Cartridge Transfer Belt Transfer Roller Transfer Roller Kit Fuser Unit Image Drum Other (please specify)

2.2. Associated Services

Associated Services Required? Cost Unpacking & Removal of waste packaging No Installation (including unpack & removal) at installation point No Disposal of obsolete equipment (including removal of obsolete No equipment from premises & disposal in compliance with WEEE regulations) Asset Management/Tracking No

2.3 Fulfilment Details (If a Company: Reseller is to be used to fulfil any Role or Function resulting order, please provide in the Agreement: details): Contact Name: Email: Phone:

2.4. Delivery Lead Time Please provide details of Delivery Lead Times For Standard Colour Laser Printers: For Variant Colour Laser Printers:

Vendors are reminded of the importance of providing an accurate delivery lead time as this will be used for the calculation of any delayed delivery sanctions in accordance with the Framework terms and conditions, i.e.:

(a) Where delivery is made up to 5 working days after the agreed date (i.e. order date + delivery lead time unless otherwise explicitly agreed by both parties) the vendor will waive the cost of delivery.

(b) Where delivery is made in excess of the 5th working day after the agreed date (i.e. order date + delivery lead time unless otherwise explicitly agreed by both parties) the vendor will:

i. Waive the cost of delivery ii. Reduce the cost of the order by 1% for each day the delivery is delayed in excess of the 5th working day after the agreed date up to a maximum of 15%.

SECTION 3. Additional Details

3.1. Technical Support Services 3.1.1 Warranty Support Services

The Vendor must supply the following details of the support services offered at no additional cost under the terms of the product warranty. i. Name of the organisation supplying warranty support services. ii. Contact telephone number: iii. Contact e-mail: iv. Web site address: v. Cut-off time for Next Business Day On-Site response: vi. Escalation Contact Name: vii. Escalation Contact Phone: viii. Escalation Contact e-mail:

3.2. References.

Vendors must supply three references for sites in Ireland that may be contacted by [Customer] for the purposes of assessing the quality of the vendor’s products and performance. These references must attest to the quality of the vendor’s products and services taking account of the probable demands of the proposed arrangement in terms of quantities and deliveries to the required locations. Vendors are advised to choose references that will demonstrate:

(a) That the Vendor has sold the proposed product, or failing this a product from the proposed range, previously; and (b) That the Vendor has delivered similar quantities of products (not all of which need be the proposed product or from the same range); and (c) That the Vendor has maintained the highest standards of quality with regard to the products and services delivered.

Referee 1 2 3 Name

Organisation

Address

Telephone e-mail Quantity of Colour Laser Printers

3.3. General Conditions.

The following general conditions will apply to any drawdown arrangement that may be concluded on foot of this process:

1. [Customer] will not be bound to purchase any level of products or services under the arrangement.

2. [Customer] will be free to purchase products and/or services being the subject of the arrangement from any other source at any time.

3. [Customer] may terminate the arrangement at any time and at its sole discretion.

4. [Customer] may award contracts to more than one vendor on foot of this competition.

SECTION 4. Qualification & Evaluation Criteria

4.1. Qualification Criteria.

Proposals received before the deadline will be considered in light of the following qualification criteria:

1. The proposed Products meet or exceed the minimum specifications under every heading. 2. The vendor has the capacity to fulfil the requirements of the drawdown agreement as demonstrated by the references provided.

4.2. Evaluation Criteria

When requesting quotes from vendors you should state the criteria you will apply to select the winner. Simple purchases of Colour Laser Printers will normally be judged on Cost (including Total Cost of Ownership) and where no criteria are specified this will be understood to be the case. However, if you want more flexibility in choosing a supplier the framework allows you to apply any or all of the criteria as outlined below. These can be assigned a weight and clarified with sub-headings (e.g. Cost could include unit cost and delivery, installation, etc.) to allow you choose the product and vendor that best suit your needs.

Proposals that pass the qualification criteria specified above will be considered in light of the following criteria:

Mark or %

1. Cost 0% Clarify this criterion here 2. References attesting to the quality of products and services 0% Clarify this criterion here 3. Excess over Minimum Specification 0% Clarify this criterion here 4. Suitability for Intended Use 0% (Aesthetics and Ergonomics including noise levels, footprint, ease of component replacement, expansion possibilities, etc.) Clarify this criterion here 5. Delivery Conditions (including leadtime, cost, etc.) 0% Clarify this criterion here 6. Environmental Considerations 0% Clarify this criterion here 7. Special Requirements 0% Clarify this criterion here

Customer Notes 1. The customer may require a sample of the proposed product for evaluation purposes. 2. No obligation exists on the customer to issue an order on foot of this competition.

Vendor Response Notes

The vendor must note any issues relating to their response here