Statement of Requirement
Note to Tenderer:
This Attachment C to the RFT is intended to form the basis for Finance's Statement of Minimum
Requirement referred to in Module 3 to the Head Agreement, and has been drafted to reflect this (i.e.,
it has references to the 'Contractor' rather than the 'Successful Tenderer'). Finance may update this
Statement of Requirement based on Tenderers' responses to the RFT when formulating the
Statement of Minimum Requirement. Finance will only include Deliverables in the Product and
Service Catalogue if the minimum requirements in this Statement of Requirement are met.
All Deliverables provided by a Contractor must meet the requirements set out in the Statement of
Minimum Requirement. The Statement of Minimum Requirement is intended to be a 'living' document
which can be changed by Finance from time to time to reflect changes in technology over the term of
the MOMs Panel. If the minimum requirements in the Statement of Minimum Requirement change,
Finance will notify all MOMs Panellists. Panellists must notify Finance if a Deliverable in the Product
and Service Catalogue no longer meets the minimum requirements and Finance may remove that
Deliverable from the Product and Services Catalogue, but Panellists will then have an opportunity to
request addition of new Deliverables in the Product and Service Catalogue which do meet the new
minimum requirements. In addition, any MOMs Products or MOMs Services which are the subject of
an existing Contract are not required to meet the changed minimum requirement.
Tenderers are encouraged to review this Statement of Requirement in the context of Attachment D Draft Head Agreement, including its schedules. Unless otherwise indicated, defined terms in the
Statement of Requirement have the same meaning as the definitions in Attachment D - Draft Head
Agreement.
Notes and instructions to Tenderers are highlighted in blue boxes . These notes and instructions will
not form part of the Statement of Minimum Requirement. Tenderers are to outline compliance against
this Statement of Requirement in their response to the RFT (specifically Attachment B4 – Statement
of Compliance to the RFT).
DEFINITIONS
Unless otherwise defined below, capitalised terms in this document have the meanings given to them in
the MOMs Panel Head Agreement (including Module 3) between the Department of Finance and the
Contractor.
In this document:
TERM
DEFINITION
Add or Adds
Means a new add-on or appendage is inserted or attached to the
functional, maintenance, performance, or physical characteristics of a
system and/or MOMs Product by the Contractor, including:
(a)
adding an item (assembly, sub-assembly, component, or
material); and
(b)
installation of new Software;
Adds do not include Software updates or installation of upgrades or new
releases which are provided by the Contractor as part of the Support
Services referred to in clause 6.1.1.3 pre delivery imaging below or as
rectification of a Defect during the Warranty Period.
Page 1 of 69
KYA/JCH/3010400/996071/AUM/1212232298.2
TERM
DEFINITION
Asset
Means any MOMs Product or other item of office equipment of economic
value, especially that which could be converted to cash.
Change
Means an alteration made in the functional, maintenance, performance,
or physical characteristics of one or more MOMS Products by the
Contractor including:
(a)
adding or deleting an item (assembly, sub-assembly, component,
or material);
(b)
substituting an item with another; or
(c)
changing the usage of an item.
Changes do not include Software updates or installation of upgrades or
new releases which are provided by the Contractor as part of the Support
Services referred to in clause 6.1.1.3 below.
Complex Move
Means a Move which involves:
(a)
(b)
Consumable
moving a MOMs Product (item A) to the location of another
MOMs Product (item B) and then item B to a new location within
an Agency's site; or
moving a MOMs Product to a site external to the original Agency
site.
Means an item of a type commonly supplied as an item for use in MOMs
Product(s) which:
(a)
becomes incorporated into the MOMs Product and loses its
identity, or
(b)
may not be used for its intended purpose without extinguishing or
transforming its substance.
For clarity, 'Consumables' include toner, staples and toner cartridges but
excludes paper.
Defect
A deficiency in design, materials, functional capacity or workmanship
which renders a Deliverable not in conformity with the applicable
Specifications.
Delivery
Means the delivery of the MOMs Product to the Delivery Site.
Delivery Site or Place
Means the site or place designated by the Agency as the site or sites to
which Deliverables are to be delivered.
Disposal or Dispose
Means the final placement or removal of waste or excess under a proper
process and authority with no intention to retrieve, e.g. destruction,
Recycle, donation, or sale etc.
Duplex
Means the capability of a photocopier, Fax machine, Multifunction Device
or Network Printer to place images on both sides of an output sheet
without manual manipulation.
Fault
Means any problem which means that the Deliverable does not operate
and perform in accordance with, or does not meet the functional and
other requirements of, the Specifications and the Contract. 'Fault'
includes a Defect.
Fax
Means a printed page or image transmitted or received by a fax machine.
Fleet
Means a group of MOMs Products operating together.
Page 2 of 69
TERM
DEFINITION
Fleet Management
Services
Means the MOMs Services described in clause 6.1.5.1 which enable an
Agency's Fleet to be monitored and managed by the Contractor.
Helpdesk
Means an information and assistance resource that troubleshoots
Defects and/or Faults in relation to the Deliverables and otherwise
provides information in relation to the Deliverables.
Impression
Means the generation of text and/or an image on one side of an A4 or A3
page.
Impression Charge
Model
Means a method of calculating the Charges payable for Support Services
which are MOMs Optional Services, based on an amount payable per
Impression generated by the supported MOMs Product.
The Impression Charge Model can only be used to calculate the Charges
for MOMs Optional Services associated with Network Printers,
Multifunction Devices and Ancillary MOMs Products.
ISM
Means the Commonwealth's Information Security Manual, or any update
to or replacement of, that document.
Metropolitan
Means all Australian capital cities, and post codes which are classified by
the Australian Bureau of Statistics ('ABS') to mean 'Greater Capital City
Statistical Areas' ('GCCSAs') or 'Major Cities of Australia' that are part of
the Australian Statistical Geography Standard ('ASGS').
MOMs Product
Means any physical equipment or other product which falls within the
Category for Network Printers, Multifunction Devices, Scanners or
Ancillary MOMs Products.
MOMs Services
Means those services which are, or are required to be, provided by the
Contractor as part of, associated with, or ancillary to, the supply of MOMs
Products, as described in this document.
For clarity, MOMs Services include MOMs Included Services and MOMs
Optional Services.
MOMs Included
Services
Means those MOMs Services which are listed or described in this
document as being part of:
(a)
(b)
(c)
(d)
(e)
Category 1 (Network Printers);
Category 2 (Multifunction Devices);
Category 3 (Scanners);
Category 4 (Ancillary MOMs Products); or
the common requirements which apply to any or all of the above
Categories,
and which the Contractor is automatically required to provide as part of
supplying a MOMs Product (or as part of being a MOMs Panellist), at no
additional cost to the Agency or Finance.
For clarity, MOMs Included Services do not include any MOMs Service
which is listed or described in the above Categories as being 'optional',
unless the Agency has requested that option.
Page 3 of 69
TERM
DEFINITION
MOMs Optional Services
Means the MOMs Services which are listed or described in this
document as able to be separately ordered by an Agency in association
with, or ancillary to, the supply of MOMs Products.
MOMs Optional Services include those described in Category 5 (MOMs
Optional Services).
Move
Means moving supplied MOMs Products within an Agency site or
between Agency sites at the request of the Agency. A Move includes,
where necessary: uninstalling, supplying packaging, packing, arranging
shipping, receiving on Delivery, unpacking, removing/disposing of
packaging, installing and testing the relevant MOMs Products. A Move
can be a Simple Move or a Complex Move
Multifunction Device
Means a laser document production device on a Network that can
perform all of the following functions: copying, printing, scanning and
faxing documents.
Network
Means physical and logical infrastructure that allows a set of computers
and associated MOMs Products to be connected together.
Network Printer
Means a laser document production device that uses a focused beam or
light to transfer text and images on a rotating drum before electro
statically transferring the image onto paper, which is designed to operate
in respect of a Network.
Network Printers do not have scan, photocopy or Fax capability.
Network Printer and
Scanner Maintenance
Model (Monthly/Annual)
Means a method of calculating the Charges payable for Support Services
which are MOMs Optional Services, based on a defined amount payable
per month or on an annual basis (irrespective of the number of
Impressions generated by the supported MOMs Product, or the use or
otherwise of the Support Services).
The Network Printer and Scanner Maintenance Model (Monthly/Annual)
can be used to calculate the Charges for Support Services (which are
MOMs Optional Services) associated with Network Printers and
Scanners only.
Where Tenderers propose Charges calculated using the Network Printer
and Scanner Maintenance Model (Monthly/Annual), those Charges
should not include Charges for:
(a)
(b)
establishment and decommissioning of the MOMs Product;
installation and on-going maintenance of additional parts and/or
accessories under Category 4 (Ancillary MOMs Products) (see
clause 5.1.8 below); and
(c)
installation and on-going maintenance of items under
Categories 1(Network Printers) and 3 (Scanners) which are
described in this document as 'optional'.
Tenderers may propose additional Charges for these items in
Attachment B7 - Price Schedule.
Non-standard Agency
MOMs Products
Means MOMs Products which have particular requirements (including
specific requirements for the physical size or operation of the MOMs
Product) which will not be met by any standard MOMs Product in the
Product and Service Catalogue.
Page 4 of 69
TERM
DEFINITION
Optical Character
Recognition
Means the electronic identification and digital encoding of printed or hand
written characters by means of an optical scanner and specialised
Software.
Product and Service
Catalogue
Means the catalogue of MOMs Products and MOMs Optional Services
which can be offered to Agencies by MOMs Panellists created and/or
maintained by Finance from time to time.
Preventative
Maintenance
Means the care and servicing by Personnel for the purpose of maintaining
MOMs Product(s), including running tests, measurements, making
adjustments, and parts replacement in order to maintain a satisfactory
operating condition of the MOMs Product(s) by providing for systematic
inspection, detection, and correction of potential Faults either before they
occur or before they develop into major Faults.
PSPF
Means the Australian Government Protective Security Policy Framework,
or any update to or replacement of the PSPF.
RAM
Is the abbreviation for random access memory.
Recycle
Means the act of processing used or abandoned materials for use in
creating new products to prevent waste of potentially useful materials,
reduce the consumption of fresh raw materials, reduce energy usage,
reducing the need for "conventional" waste disposal, and lower
greenhouse gas emissions.
Regional
Means areas with post codes which are classified by the Australian
Bureau of Statistics' ('ABS') Australian Statistical Geography Standard
('ASGS') as 'Inner Regional Australia' and 'Outer Regional Australia'.
Remedial Maintenance
Means repair or replacement of a MOMs Product required to rectify a
Fault.
Remote
Means areas with post codes which are classified by the Australian
Bureau of Statistics ('ABS') Australian Statistical Geography Standard
('ASGS') as 'Remote Australia' and 'Very Remote Australia'.
Remote Management
Services
Means the MOMs Services described in clause 6.1.6.2, which enable the
management of Fault rectification and Consumables management in
relation to an Agency's MOMs Products by the Contractor from a location
other than the Agency's site or the location of the MOMs Products.
Remote Monitoring
Services
Means the MOMs Services described in clause 6.1.6.1, which allow an
Agency's Network and operational information to be gathered at a single
computer or from a single type of management information base, from a
location other than the Agency's site or the location of the MOMs
Products.
Sanitisation
Means the total cleansing process of data storage and collection
components located and operational within a MOMs Product.
Scanners
Means an electronic device that generates a digital representation or
copy of an image from a physical source for data input into a computer.
Page 5 of 69
TERM
DEFINITION
Sensitive Data
Means any information which through loss, unauthorised access or
modification, could adversely affect the national interest, the conduct of
government programmes or the privacy of individuals (which is protected
under the Privacy Act 1988 (Cth), but which has not been specifically
authorised under criteria established by an Act of Parliament to be kept
secret in the interests of national defence or foreign policy.
Simple Move
A Simple Move is any Move which is not a Complex Move, and includes:
(a)
(b)
Moves within an Agency site (building); and
the swap of MOMs Products between two (2) locations within an
Agency's site.
Sleep Mode
Means an energy-saving mode of operation in which all unnecessary
components of the MOMs Product are shut down. Once awakened, the
MOMs Product returns to its former operating status.
Software
Means any computer program or programming (including source code
and object code) in, on or provided with a MOMs Product or MOMs
Service and includes any tools or object libraries embedded in that
Software and all Documentation relating to that Software and/or its
design, development, modification, operation, support or maintenance.
Specifications
In order of priority:
(a)
(b)
(c)
any relevant specifications contained in the Product and Service
Catalogue;
the Agency's functional and technical requirements for a
Deliverable or for a group of Deliverables as described or
incorporated by reference in the Contract Order Form, including
as updated from time to time in accordance with Module 3 of the
Head Agreement; and
all applicable manufacturers' or suppliers' specifications and
applicable standards including as updated from time to time in
accordance with Module 3 of the Head Agreement.
Standby Mode
Means the operation of a circuit or device with unused portions of the
circuit disconnected to reduce power consumption.
Standalone Fax
Means a MOMs Product that has the ability (and is primarily designed) to
send and receive Faxes, and includes laser printing technology (not
thermal printing). These MOMs Products may include a standalone Fax
machine or an entry level Multifunction Device whose core function is to
provide Fax capability.
Support Services
means MOMs Services for the maintenance and support of MOMs
Products described in the Product and Service Catalogue or this
document, including:
(a)
(b)
Included Support Services: any maintenance and support
which is or is part of a MOMs Included Service (such as the
rectification of Defects during the Warranty Period and the
provision of a Helpdesk); and
Optional Support Services: any maintenance and support
which is provided as part of the MOMs Optional Services,
including:
(i)
Preventative Maintenance;
(ii)
Remedial Maintenance; and
(iii)
Fault management services.
Page 6 of 69
TERM
DEFINITION
USB
Means and forms the abbreviation for universal serial bus, versions 1.1,
2.0 and/or 3.0.
Valet Services
Means Optional MOMs Services, as described in clause 6.1.3, which
involve the provision of assistance and support on an Agency's site.
Vendor Agnostic
Means the MOMs Product or MOMs Service is not tied to a specific
manufacturer, supplier or provider. A Vendor Agnostic solution can be
implemented with any 'off-the-shelf' Software or products.
Warranty Period
For a Deliverable means:
(a)
(b)
(c)
the period of warranty specified for that Deliverable in the
Product and Service Catalogue; or
any other period of warranty specified in the Contract Order
Form; or
if no period of warranty under paragraphs a. or b. is specified, a
period of 48 months from Acceptance of that Deliverable (or if no
Acceptance is required, from Delivery of that Deliverable).
Page 7 of 69
CONTENTS
1.
COMMON REQUIREMENTS FOR ALL MOMS PRODUCTS AND MOMS SERVICES 10
1.1
2.
Common Requirements - Minimum Requirements .................................................... 10
1.1.1
Common Security Requirements ................................................................... 10
1.1.2
Common Power and environmental requirements ......................................... 12
1.1.3
Common MOMs Product Requirements ....................................................... 13
1.1.4
Common Warranty Requirements ................................................................. 14
1.1.5
Common Transport Requirements ................................................................. 16
1.1.6
Common Service Requirements .................................................................... 18
PRODUCT CATEGORY 1 - NETWORK PRINTERS .......................................................... 23
2.1
Product Category 1 - Network Printers - Minimum Requirements ............................ 23
2.1.1
Common Network Printer Requirements....................................................... 23
2.1.2
Specific Network Printer Requirements ........................................................ 26
PRODUCT CATEGORY 2 – MULTIFUNCTION DEVICES (MFDS) ................................ 29
3.
Product Category 2 – Multifunction Devices – Minimum Requirements .................. 29
3.1
4.
3.1.1
Common Multifunction Device Requirements .............................................. 29
3.1.2
Specific Multifunction Device Requirements - Monochrome ....................... 33
3.1.3
Specific Multifunction Device Requirements - Colour ................................. 36
PRODUCT CATEGORY 3 - SCANNERS ............................................................................. 40
Product Category 3 – Scanners – Minimum Requirements ........................................ 40
4.1
4.1.1
Common Scanner Requirements ................................................................... 40
4.1.2
Specific Scanner Requirements ..................................................................... 41
PRODUCT CATEGORY 4 – ANCILLARY MOMS PRODUCTS ....................................... 43
5.
Product Category 4 – Ancillary MOMs Products – Minimum Requirements ............ 43
5.1
5.1.1
Non-Standard Agency MOMs Product requirements .................................... 43
5.1.2
Standalone Faxes ........................................................................................... 44
5.1.3
Toner and other Consumables ....................................................................... 44
5.1.4
115V Power (transformers) ........................................................................... 45
5.1.5
Optional Software .......................................................................................... 46
5.1.6
Ruggedised Cases .......................................................................................... 48
5.1.7
Replacement / additional Hard Drives ........................................................... 49
5.1.8
Parts and/or accessories for the MOMs Product ............................................ 50
CATEGORY 5 – SERVICES .................................................................................................. 52
6.
Category 5 – MOMs Optional Services – Minimum Requirements ........................... 52
6.1
6.1.1
Centralised Services ....................................................................................... 52
6.1.2
Installation Services ....................................................................................... 55
Page 8 of 69
6.1.3
Valet Services ................................................................................................ 56
6.1.4
Maintenance and support ............................................................................... 57
6.1.5
Fleet Management.......................................................................................... 62
6.1.6
Remote monitoring / management ................................................................. 62
6.1.7
Moves, and Adds and Changes ...................................................................... 64
6.1.8
Consulting and analysis services ................................................................... 65
6.1.9
Project Management ...................................................................................... 66
6.1.10
Cure Plan ....................................................................................................... 66
6.1.11
International Support ..................................................................................... 66
6.1.12
Training.......................................................................................................... 67
6.1.13
Leasing (including short-term rentals) ........................................................... 67
Page 9 of 69
1.
Common Requirements for all MOMs Products and MOMs Services
The following table sets out the common minimum requirements which apply to all MOMs Products and MOMs Services (in all Categories), unless otherwise
specified.
1.1
Common Requirements - Minimum Requirements
SOR REF
1.1.1
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
Common Security Requirements
Applicable to Network Printers, Multifunction Devices, Scanners, Standalone Faxes and Non-Standard Agency MOMs Products
1.1.1.1
Connectivity
Network Printers and Multifunction Devices are to be Network ready through the use of ethernet 10/100 Base – TX.
Scanners are to have:
(a)
(b)
Standard inclusion in all MOMs Products: USB Port
Optional inclusion: ethernet 10/100 Base – TX connectivity to allow the MOMs Product to be networked.
Tenderers are required to price this option at Attachment B7 – Price Schedule. The price is to include all necessary
Software, firmware or components needed to make the option available to the Agency.
There are no minimum connectivity requirements for Standalone Faxes.
Non-Standard Agency MOMs Products are required to meet the minimum connectivity requirements set out above for the
applicable type of device.
1.1.1.2
Connectivity
(Other)
If the following components are standard or are part of any component installed on the MOMs Product, Agencies are able to
require that they be disabled: serial ports, firewire ports, infrared data transmission, bluetooth, wifi, wireless, non- volatile
memory card readers and USB ports. If these methods of connectivity are enabled, both the Agency and the Contractor are to
apply the provisions of the ISM.
1.1.1.3
Network
Protocols
Agencies are able to specify the standard Network protocol prior to installation, and other Network protocols are to be
disabled at the request of the Agency.
Page 10 of 69
SOR REF
1.1.1.4
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
Non-volatile
Memory
Non-volatile Memory has a repository (i.e. space) to store the following information:
1.1.1.5
Hard Drive
If installed, the Contractor is to comply with Agency requests to remove hard drives prior to Delivery or Disposal.
1.1.1.6
Retention of
components
containing
Sensitive Data
The Agency is able to ensure that storage devices have all traces of sensitive or private data removed from the device before
the MOMs Product is removed from its premises and returned to the Contractor for warranty work or Disposal purposes
according to the following levels:
(a)
(b)
(c)
(d)
(a)
(b)
an Asset tag;
a system serial number;
the model of the MOMs Product; and
the MOMs Product’s manufacturer.
Retention of Non-volatile Storage (Level 1) – all components containing non-volatile storage such as HDDs and
SSDs to be retained by the Agency to dispose of as they see fit. Agencies may provide part numbers or allow
inspection by security-cleared Contractor Personnel of removed non-volatile storage devices for warranty record
purposes.
Retention of Components (Level 2) - all components that store information at some stage, (such as motherboards,
remote management cards, SCSI cards, RAM, disks, etc.) to be retained by an Agency to dispose of as they see fit.
Agencies will provide part numbers or allow inspection by security-cleared Contractor Personnel of removed
components for warranty record purposes.
The Contractor is to comply with the PSPF, ISM and any specific Agency requirements.
1.1.1.7
Compliance with
Australian
Government
Security Policies
and Standards
The Contractor is to:
(a)
comply with the requirements of the PSPF and the ISM, as amended from time to time;
(b)
ensure that its officers, employees, agents and Subcontractors undertake any security checks, clearances or
accreditations as required by the Agency; and
(c)
notify the Agency of any changes to circumstances which may affect the Contractor’s capacity to provide the
Deliverables in accordance with the Agency's security requirements.
Page 11 of 69
1.1.2
Common Power and environmental requirements
Applicable to Network Printers, Multifunction Devices, Scanners, Standalone Faxes and Non-Standard Agency MOMs Products
1.1.2.1
Power Supply
Unit
The Power Supply Unit provides 230/240 AC 50 Hz power supply with capacity to support operation of the MOMs Product at
full load, including a full complement of internal hardware.
AC power cords. MOMs Product power cords to comply with the relevant standards.
The manufacturer's Power Supply Unit is to be supplied. The use of piggyback plugs is not permitted.
1.1.2.2
Cables
For Printers and Multifunction Devices, the MOMs Product is to be provided with 3 metres of network cable to facilitate
installation and/or the necessary cables to allow connection to a computer.
For Scanners, the MOMs Product is to be provided with power cords and interface cables necessary to connect to a
computer.
For Standalone Faxes, the MOMs Product is to be provided with power cords and interface cables necessary to connect to a
computer.
Non-Standard Agency MOMs Products are required to meet the minimum connectivity requirements set out above for the
applicable type of device.
1.1.2.3
Standards
Power consumption is to comply with latest version of the US ENERGY STAR® or equivalent and meet the test and
performance specifications.
1.1.2.4
Noise Levels
The MOMs Product is to operate at less than 60 dB (A) when operating and less than 40 dB (A) when in Standby Mode.
1.1.2.5
Toner
Cartridges
Where an Agency requires the Contractor to provide toner for a MOMs Product:
(a)
(b)
(c)
(d)
1.1.2.6
Default settings
Toner cartridges provided by the Contractor are to be 100 per cent Recyclable.
The Contractor is to provide toner cartridges which are of the highest yield available.
The Contractor must provide a Standard Warranty (see clause 1.1.4.1 of this document below) in relation to all toner
and toner cartridges provided by the Contractor.
Toner cartridges provided by the Contractor must be of sufficient quality to enable the Contractor to meet its warranty
obligations in relation to the toner, toner cartridges and the relevant MOMs Product.
The MOMs Product is to be configured with the following default settings:
Page 12 of 69
SOR REF
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
(a)
(b)
(c)
the MOMs Product is to print in monochrome, Duplex with the ability to be user defined after installation;
toner saving and print shrinkage options are to be enabled to optimise toner saving; and
power saving options are to be enabled to optimise energy saving.
1.1.2.7
Power saving
Power saving options (Sleep Mode / Standby Mode) when inactive.
1.1.2.8
Toner
Mode
Capability to operate in a mode which reduces the use of toner in order to reduce the amount of toner consumed by the
MOMs Product.
1.1.2.9
Recycled Paper
1.1.3
Saving
Capability to use 100 per cent Recycled paper suitable for laser printers without voiding the manufacturer’s warranty or
incurring any additional Charges
Common MOMs Product Requirements
Applicable to Network Printers, Multifunction Devices, Scanners, Standalone Faxes and Non-standard Agency MOMs Products (unless specified otherwise).
1.1.3.1
Operating
System
Compatibility
Apple Mac, Citrix, Linux, Microsoft Windows, Novell and Unix.
1.1.3.2
Scanning
Scanners in both Multifunction Devices and standalone Scanners are to, at a minimum, comply with the Scanning
Specifications as provided by the National Archives of Australia, noting that the Scan Resolution requirements for
Multifunction Devices and standalone Scanners on the MOMs Panel are a minimum of 600 x 600 dpi in monochrome and 300
x 300 dpi resolution in colour.
1.1.3.3
Toner
monitoring and
replacement
Where an Agency requires the Contractor to provide toner for a MOMs Product:
(a)
(b)
(c)
(d)
(e)
(f)
The Contractor is to provide the toner necessary for the MOMs Product to function efficiently and effectively.
The Contractor is to track the actual yield of toner between replacements.
The Contractor is to meet any requirement of the Agency to have toner stock on hand.
The Contractor is to provide toner ordering facilities so that Agencies are able to replenish toner stock.
Where an Agency has purchased Remote Management Services or a Valet Service, the Contractor is to initiate toner
requests.
Toner is to be Delivered in accordance with the Service Level –Consumables Delivery described in Module 3 of
the Head Agreement.
Page 13 of 69
SOR REF
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
(g)
1.1.3.4
Software,
firmware and
components
Toner cartridges are to be easy to install, with instructions provided to Agencies.
The Contractor is to provide all necessary operating Software, firmware or components needed to ensure the MOMs Product
operates in the Agency's ICT environment in accordance with the Specifications, and is to remove any components installed
on the MOMs Product which are not necessary.
All Software provided by the Contractor is to be Vendor Agnostic unless specifically agreed by the Agency.
Tenderers should propose MOMs Product pricing which includes the above at Attachment B7 – Price Schedule. Any
pricing assumptions should be highlighted.
Tenderers are required to provide pricing information only in Attachment B7 – Price Schedule. Technical information and
details of Tenderers’ proposals should be contained in Attachment B8 – Technical and Other Information.
1.1.3.5
Laser printing
All Network Printers, Multifunction Devices and Standalone Faxes are to include laser printing technology.
1.1.3.6
Accessibility
All MOMs Products are to comply with Section 508 of the Rehabilitation Act of 1973 (United States) and/or the European
Standard on accessibility requirements for Information and Communication Technologies (ICT) products and services EN 301
549. If requested by Finance, the Contractor is to provide evidence of compliance within 14 Business Days.
1.1.4
Common Warranty Requirements
Applicable to Network Printers, Multifunction Devices, Scanners, Standalone Faxes and Non-standard Agency MOMs Products.
1.1.4.1
Product
replacement
and warranty
work (Standard
Warranty)
The Contractor is to ensure that all MOMs Products are provided with a Standard Warranty which meets the following
requirements (unless the Agency decides to exclude a warranty as set out in clause 1.1.4.3 below):
(a)
(b)
(c)
(d)
The Contractor is to rectify any Defect for that MOMs Product during the Warranty Period (which is to be a minimum
of one year from the date of Acceptance of the MOMs Product(s) by the Agency), at no cost to the Agency.
Where a MOMs Product fails at, or within 24 hours of, first installation and power-on by the Agency, that MOMs
Product is to be promptly replaced by the Contractor.
Where a MOMs Product persistently or intermittently fails over a short period of time, that MOMs Product is to be
replaced by the Contractor if requested by the Agency.
Agency Personnel are permitted to change, add or remove internal hardware (e.g. add-on components) without
affecting the Standard Warranty in any way.
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/ ITEM
MINIMUM REQUIREMENT
(e)
All warranty work is to be undertaken at a site nominated by the Agency. The nominated site for warranty work may
be:
(i)
at the Contractor’s premises; or
(ii)
the premises where the MOMs Product is located.
(f)
Where warranty work is performed at the Contractor’s premises, the Contractor is to:
(i)
pay the costs associated with transporting the MOMs Product to and from the relevant site;
(ii)
permit the Agency to remove any components considered to contain private or Sensitive Data before the
MOMs Product(s) is removed from the Agency site and returned to the Contractor for warranty or
Disposal purposes (as specified in clause 1.1.1.6 above); and
(iii)
allow Agency Personnel, nominated by the Agency , to inspect the Contractor’s premises; including
auditing the facilities and personnel involved in undertaking warranty work.
(g)
Standard Warranty work is to be completed within the timeframes specified in the Service Level – Return to Service
described in Module 3 of the Head Agreement.
The Contractor is to provide a telephone or web based Helpdesk during the Warranty Period (which meets the
Minimum Requirements described in clause 1.1.6.8 below), including the ability to raise MOMs Product Defect issues
and potential warranty work.
Where the Contractor provides warranty related services it is to provide a unique identification number to the Agency,
which corresponds (and can be used to track) each piece of warranty work.
The Contractor is to provide reasonable access for authorised Agency Personnel to the Contractor’s problem
management or equivalent systems. The system is to be configured to allow Agency Personnel to monitor and report
on the resolution of warranty work undertaken on MOMs Products. The Contractor is to manage access to the system
and be responsible for resolving any problems associated with accessing the system.
(h)
(i)
(j)
1.1.4.2
Optional
Warranty
upgrades
An Agency is able to upgrade the Standard Warranty to one under which the Contractor will provide:
(a)
(b)
24x7 support; or
next Business Day response.
An Agency is able to expand the Standard Warranty to one which includes:
(a)
(b)
additional year(s) coverage; and/or
include international coverage.
Tenderers should provide pricing for these options at Attachment B7 – Price Schedule.
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SOR REF
1.1.4.3
DELIVERABLE
/ ITEM
Optional
Warranty
Exclusion
MINIMUM REQUIREMENT
An Agency is able to exclude the Standard Warranty for a MOMs Product for situations where a warranty would not be valid
or otherwise required by the Agency.
Tenderers should provide a Standard Warranty exclusion discount at Attachment B7 – Price Schedule.
Tenderers should identify operational environments or other circumstances where a warranty may potentially not be valid.
1.1.5
Common Transport Requirements
Applicable to Network Printers, Multifunction Devices, Scanners, Standalone Faxes and all Ancillary MOMs Products
1.1.5.1
General
Transport and
Delivery
Requirements
Unless otherwise required by an Agency, the Contractor is to plan the production, imaging and configuration, packing,
shipping and delivery of all MOMs Products to meet a “just in time” ordering process.
The Contractor is to contact the Delivery Site and arrange an acceptable Delivery time, at least 48 hours prior to Delivery.
Where requested, the Contractor is to also provide a Delivery schedule to the Agency.
The Contractor is required to Deliver MOMs Product(s) within 10 Business Days of the Contract Order Form placement
unless otherwise agreed with the Agency.
The Contractor is to transport MOMs Product(s) to Metropolitan Sites, Regional Sites and Remote Sites, as required by the
Agency.
The Contractor is to:
(a)
(b)
(c)
package MOMs Product(s) in appropriate packaging materials to ensure that the MOMs Product(s) are not damaged
in transit or storage – using environmentally appropriate materials and techniques (e.g. using Recyclable packing
materials and bulk packaging);
clearly identify the order number on the outside of each package and on all delivery documentation;
attach documentation on the outside of each package which identifies:
(i)
the contents of the package, the serial numbers of each MOMs Product and the Asset numbers of each
MOMs Product; and
(ii)
the name of the Agency Representative and phone number who placed the order(s);
(iii)
the name and quantity of the supplied MOMs Product;
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MINIMUM REQUIREMENT
(d)
(iv)
the consignment Delivery Site;
(v)
key contact details of the Contractor; and
use a barcode, or similar scannable system, to track delivery of each package.
Agencies may request additional information be provided upon Delivery.
Agencies may require MOMs Product(s) to be disassembled and reassembled in order to reach specific locations designated
by the Agency Representative.
These services are to be provided so as to allow the Contractor to meet the requirements of Service Level - Product
Delivery described in Module 3 of the Head Agreement.
1.1.5.2
Delivery is to be consistent with the requirements described in clause 1.1.5.1– General Transport and Delivery
Requirements.
Delivery
Metropolitan
The Contractor is to deliver MOMs Product to Metropolitan sites across Australia, as required by the Agency.
Delivery to Metropolitan sites is to be included in the base price of the MOMs Product in Attachment B7 - Pricing Schedule.
1.1.5.3
Delivery
Regional
Remote
and
Delivery is to be consistent with the requirements described in clause 1.1.5.1 – General Transport and Delivery
Requirements.
The Contractor is to deliver MOMs Product(s) to Regional and Remote sites across Australia, as required by the Agency.
Tenderers should identify any additional Charges for Regional and Remote Delivery at Attachment B7 – Pricing Schedule.
1.1.5.4
Appropriate
Delivery packing
methods for the
size of the Order
Depending on the quantity of MOMs Products ordered and the Delivery Site, packing requirements may vary from a single
labelled cardboard box to an Australian standard, forklift compatible, pallet. The Contractor is to use appropriate packing
requirements for Delivery of MOMs Products and comply with any requirements of the Agency.
Where a pallet is required, a square pallet (1165 x 1165), which is compatible with Australian forklifts, is to be used. Pallets
will not be packed any higher than 1.3m, or exceed 2,000kg. MOMs Product(s) on the pallet will be wrapped together using
clear wrap and in a manner which makes the MOMs Product(s) easy to identify without unwrapping.
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SOR REF
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/ ITEM
MINIMUM REQUIREMENT
Where the MOMs Products require multiple pallets or are being shipped from overseas as a special order, the Contractor is to
deliver the MOMs Products in a secure shipping container(s), which will be returned to the Contractor within a mutually
agreed timeframe.
1.1.5.5
Temporary
storage of
purchased /
leased MOMs
Products
The Contractor is to provide temporary storage services (including secure storage options) where requested by an Agency
(for example where a substantial quantity of MOMs Products is ordered but an Agency is not able to accept or install the
MOMs Products immediately).
The Contractor is to be responsible for all aspects of the temporary storage, including insurance, security and the transport
arrangements from the storage facility to the Delivery site.
Where temporary storage services are required, the Contractor is to permit Agency Personnel, or a nominated Agency
Representative, to inspect the storage premises.
1.1.6
Common Service Requirements
Applicable to all MOMs Products and MOMs Optional Services purchased through the MOMs Panel.
1.1.6.1
Ordering
An Agency is able to specify particular Ordering facilities in a Contract Order Form.
Orders placed by an Agency with a Contractor are to be entered and confirmed by the Contractor within two Business Days
as described in the Service Level - Orders in Module 3 of the Head Agreement.
A Contractor is to have the Deliverables available for Agencies to procure.
1.1.6.2
Order
Monitoring
If requested by Finance or an Agency, authorised Agency Personnel are to have reasonable access to the Contractor’s
inventory/logistics management or equivalent systems in order to allow such Agency Personnel to monitor progress on
delivery of orders.
If such monitoring is provided, the Contractor is to manage access by such users including resolving any problems with
access.
The Tenderer should advise if they are able to provide Agencies with this access in their response to Attachment B8 Technical and Other Information.
Page 18 of 69
SOR REF
1.1.6.3
DELIVERABLE
/ ITEM
Manuals and
other
Documentation
MINIMUM REQUIREMENT
The Contractor is to provide comprehensive technical, optimisation, support and maintenance manuals to Agencies, both in
hard copy and electronically upon Delivery.
These are to include trouble-shooting guides and quick reference sheets for operating the MOMs Product, to reduce the need
to contact the Contractor’s Helpdesk for minor Faults.
Manuals are to be updated accordingly when the MOMs Product range changes.
1.1.6.4
Asset Reporting
Reporting of Asset information data is to be provided to the relevant Agency in an acceptable spreadsheet format. Data is to
be determined by the Agency.
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SOR REF
1.1.6.5
DELIVERABLE
/ ITEM
Agency
Reporting
MINIMUM REQUIREMENT
The Contractor is to maintain reasonable information systems containing the data necessary to provide the required reports to
Agencies.
The Contractor is to provide Agencies with the following reports within agreed timeframes and/or on nominated days at the
end of each nominated period (monthly / quarterly / annually) as agreed with the Agency:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
Service Level reports which includes but not be limited to:
(i)
Orders;
(ii)
Delivery;
(iii) billing / invoicing;
Delivery reports;
Asset reports
(i)
Asset number;
(ii)
serial number;
(iii) model type;
(iv) location; and
(v)
Price (GST inclusive);
Usage reports including colour and mono A4 and A3 pages printed per MOMs Product;
Disposal / Sanitisation Reports; and
Invoice/Billing Reports; and
for Scanners connected to a Network, tracking of the destination of scanned documents.
Agencies and/or Finance will determine the content of reports required and the level of reporting necessary to meet their
requirements.
The Contractor is to provide ad hoc reports as requested by Agencies and/or Finance.
The Contractor is to meet the requirements of the Service Level - Reporting as described in Module 3 of the Head
Agreement.
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SOR REF
1.1.6.6
DELIVERABLE
/ ITEM
Whole of
Government
Reporting
MINIMUM REQUIREMENT
The Contractor is to maintain information systems containing the data necessary to be able to provide reports to Finance.
The Contractor is to provide accurate and timely reports to Finance with the content and in the format provided by Finance
which will include, but not be limited to:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
High level trend analysis of performance against Service Levels;
detailed sales information including the invoiced charges to Agencies, including upfront costs (equipment, delivery,
optional extras), ongoing costs (maintenance and support);
Central Administration Fee collected on Agency Invoices and the amount remitted to Finance for reconciliation
purposes;
an annual strategic management report with information as requested by the Finance Representative;
reports on Non-Standard Agency MOMs Products supplied through the MOMs Panel;
information about devices purchased from the Contractor by Agencies where Finance has given an exemption from
using the MOMs Panel (e.g. because the Deliverables are to be permanently used and maintained overseas); and
other information requested by Finance from time to time.
The Contractor is to provide Finance with reports within 10 Business Days of the end of each calendar month as described in
the Service Level – Reporting Service Level in Module 3 of the Head Agreement.
The data provided by the Contractor within Agency reports is to be accurate and facilitate Finance understanding the
deployment of MOMs Products and MOMs Services in the Commonwealth.
1.1.6.7
Billing and
Invoicing
The Contractor is to provide periodic invoices as required by the Agency and in the format required by Finance and the
Agency.
Invoices are to be provided within 10 Business Days of the end of the billing period as described in the Service Level –
Billing and Invoicing and Service Level – Return to Service in Module 3 of the Head Agreement.
Page 21 of 69
SOR REF
1.1.6.8
DELIVERABLE
/ ITEM
Helpdesk
MINIMUM REQUIREMENT
The Contractor is required to provide Helpdesk facilities:
(a)
(b)
during the applicable Warranty Period, which enable Agencies to report any Defect or possible Defect during the
applicable Warranty Period; and
during any other period in which the Contractor has been engaged to provide Support Services.
The Helpdesk facility is to include a telephone “Helpdesk” number that is operational between 8:00am and 8.00pm
AEST/AEDT, Monday to Friday, during which time Helpdesk staff are to be available to accept reported Defects and other
Faults.
Tenderers should note that these times have been specified to ensure coverage for Agency sites throughout Australia.
The Helpdesk is to be available to Agencies to provide technical support for MOMs Products in collaboration with Agency
service desk personnel. The Helpdesk is to be the first escalation point outside the Agency’s internal IT Support desks
(where appropriate).The Helpdesk is to be able to provide technical support for minor Faults, and escalate the Fault and
arrange for the repair or replacement of MOMs Product(s) should this be needed.
The Helpdesk is also to be a single point of contact for the Agency for:
(a)
(b)
Service Level achievement and root cause reporting; and
trend and general management reports.
Page 22 of 69
2.
Product Category 1 - Network Printers
The following requirements set out the specific requirements for Network Printers. All Network Printers must comply with clause 2.1.1 – Common Network
Printer Requirements and the Common Requirements under clause 1 of this SOR.
2.1
Product Category 1 - Network Printers - Minimum Requirements
SOR REF
2.1.1
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
Common Network Printer Requirements
All Network Printer models proposed by Tenderers are required to meet the minimum requirements in this clause 2.1.1
(Common Network Printer Requirements), the requirements for the relevant Product Class for that model in clause 2.1.2
(Specific Network Printer Requirements) and the Common Requirements under clause 1.
Tenderers should complete Attachment B8 - Technical and Other Information accordingly.
2.1.1.1
Impressions
The MOMs Product is to have the ability to count the number of Impressions for billing and reporting purposes.
If the Contractor has been engaged to provide Remote Monitoring Services or Remote Management Services, Impression
information is to be collected via this method.
If the Contractor has been engaged to provide Fleet Management Services, Impression information is to be collected by the
Agency via this method and communicated to the Contractor.
Tenderers should specify in Attachment B8 - Technical and Other Information how Impression information will be
collected if neither of these methods is available.
2.1.1.2
Print Resolution
600 x 600 dpi resolution.
2.1.1.3
Warm Up Time
Be ready for use in less than 60 seconds from switching the power on and waking up from Sleep Mode and Standby Mode.
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MINIMUM REQUIREMENT
2.1.1.4
Input Capacity
500 sheets (A4) input capacity. Trays are to be fully adjustable to allow the Agency to manually change the media sizes.
2.1.1.5
Output Capacity
250 sheets (A4) in the output tray.
2.1.1.6
Media Types
Plain paper, envelopes, glossy paper, Recycled paper, transparencies, labels and card stock.
The MOMs Product is required to support 64gsm – 170gsm paper weights.
2.1.1.7
Print Language
PCL 5/6 and PostScript 2/3.
2.1.1.8
Print Driver
Universal drivers are to be supplied for the Network Printers. The installation of the printer drivers should not require a system
or server reboot to be operational.
2.1.1.9
Print Driver
Supplied
The Contractor is to provide the print drivers as specified by the Agency, in an uncompressed format on CD/DVD. Default
settings embedded in the printer driver are to match the defaults described in clause 1.1.2.6 – Default Settings.
2.1.1.10
Print Features
Watermarks, booklet printing, poster printing, fit to page, overlays, first page exception page, and auto tray select.
2.1.1.11
Document
Release
Technology –
Single Product
The MOMs Product is to have the capability to send a print job to a specific Network Printer with a directive to hold the print
job at the Network Printer. Print jobs will only be printed when the appropriate mechanism is activated by the user on the
MOMs Product.
Tenderers should provide details of how this mechanism could be integrated with the proposed MOMs Product in
Attachment B8 - Technical and Other Information.
2.1.1.12
Document
Release
Technology –
Multiple Product
Integration
The MOMs Product is to have the capability to integrate with document release technology which allows a user to send a print
job to a print server and then print from any enabled MOMs Product available to the user, eliminating the need to print to a
specific printer. The capability will incorporate a single print queue. Print jobs will only be printed when the appropriate
mechanism is activated by the user on the enabled MOMs Product.
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SOR REF
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/ ITEM
MINIMUM REQUIREMENT
2.1.1.13
Fleet
Management
Software
Integration
The MOMs Product will meet open standard management capabilities, to allow the integration of Fleet management Software
to identify and monitor MOMs Product(s) connected to the Agency’s ICT Network.
2.1.1.14
Network Disable
- Option
The Contractor will provide the capability to disable and remove the Network function as described in clause 1.1.1 –
Common Security Requirements.
Tenderers are required to price this option separately at Attachment B7 – Price Schedule as a discount.
The Contractor is to provide all necessary Software, firmware or components needed to make the option available to the
Agency is to include the removal of any components installed on the MOMs Product which are not necessary.
Tenderers should ensure that all prices in Attachment B7 – Price Schedule include the above.
2.1.1.15
USB - Option
USB connectivity port inserted and enabled on the MOMs Product to allow the MOMs Product to be connected to a server or
computer via a USB port.
Tenderers are required to price this option separately at Attachment B7 – Price Schedule.
The price should include all necessary Software, firmware or components needed to make the option available to the Agency.
Where there are ongoing maintenance and support costs for this feature above those provided for the base MOMs Product
under an Impression Charge Model or under a Network Printer Model (Monthly/Annual) for the base MOMs Product, these
are to be defined as a separate Charge per Impression or a separate annual/monthly Charge (as relevant to the applicable
Charging model).
If this option is enabled, the Agency and Contractor are to apply the provisions of the ISM.
2.1.1.16
Enhanced
Security Kit Option
The Contractor is to offer additional security for the protection of data contained on the MOMs Product’s hard drive above the
security features provided as a standard feature of the MOMs Product described in clause 1.1.1.5 – Hard Drive.
Security kits are to include data overwrite, data erase/deletion and data encryption.
Page 25 of 69
SOR REF
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
Tenderers are required to price this option separately at Attachment B7 – Price Schedule, and should include prices on
different security kits should this be available.
The price is to include all necessary Software, firmware or components needed to make the option available to the Agency.
Where there are ongoing maintenance costs for this feature above those provided for the base MOMs Product under an
Impression Charge Model or under a Network Printer Model (Monthly/Annual), these are to be defined as a separate Charge
per Impression or a separate annual/monthly Charge (as relevant to the applicable Charging model).
If this option is enabled, the Agency and Contractor are to apply the provisions of the ISM.
2.1.1.17
2.1.2
Support
The Contractor is required to provide Support Services for MOMs Product it supplies, if required by the Agency.
Specific Network Printer Requirements
MINIMUM REQUIREMENT
DELIVERABLE
/ ITEM
Low Volume Group –
Monochrome
2.1.2.1
Monthly Output
8,000 pages per
month and have the
capacity to cope with
increased surges of
output.
17,000 pages per
month and have the
capacity to cope with
increased surges of
output.
34,000 pages per month
and have the capacity to
cope with increased
surges of output.
8,000 pages per
month and have the
capacity to cope with
increased surges of
output.
26,000 pages per
month and have the
capacity to cope with
increased surges of
output.
2.1.2.2
Print Speed
30 ppm (A4
monochrome simplex)
with minimal loss of
speed for Duplex
printing.
40 ppm (A4
monochrome simplex)
with minimal loss of
speed for Duplex
printing.
50 ppm (A4
monochrome simplex)
with minimal loss of
speed for Duplex
printing and A3 printing.
20 ppm (A4
monochrome simplex)
with minimal loss of
speed for Duplex and
colour printing.
40 ppm (A4
monochrome simplex)
with minimal loss of
speed for Duplex and
colour printing.
SOR REF
Medium Volume
Group –
Monochrome
Page 26 of 69
High Volume Group Monochrome
Low Volume Group Colour
Medium Volume
Group - Colour
2.1.2
Specific Network Printer Requirements
MINIMUM REQUIREMENT
SOR REF
2.1.2.3
DELIVERABLE
/ ITEM
Low Volume Group –
Monochrome
Media Sizes
A4, A5, B5, letter,
legal, executive and
envelope.
A4, A5, B5, letter,
legal, executive and
envelope.
A3, A4, A5, B5, letter,
legal, executive and
envelope.
A4, A5, B5, letter,
legal, executive and
envelope.
A3, A4, A5, B5, letter,
legal, executive and
envelope.
Tenderers are to
include any necessary
bypass trays to allow
these media sizes to
be used.
Tenderers are to
include any necessary
bypass trays to allow
these media sizes to
be used.
Tenderers are to include
any necessary bypass
trays to allow these
media sizes to be used.
Tenderers are to
include any necessary
bypass trays to allow
these media sizes to
be used.
Tenderers are to
include any necessary
bypass trays to allow
these media sizes to
be used.
Medium Volume
Group –
Monochrome
High Volume Group Monochrome
Low Volume Group Colour
Medium Volume
Group - Colour
2.1.2.4
Paper Tray 1 –
Option*
N/A
An additional paper
tray to provide
additional input
capacity above the
base offering
described in
clause 2.1.1.4 – Input
Capacity above.
An additional paper tray
to provide additional
input capacity above the
base offering described
in clause 2.1.1.4 –
Input Capacity above.
N/A
An additional paper
tray to provide
additional input
capacity above the
base offering
described in
clause 2.1.1.4 – Input
Capacity above.
2.1.2.5
Paper Tray 2 –
Option*
N/A
An additional paper
tray to provide further
additional input
capacity above the
base offering
described in
clause 2.1.1.4 – Input
Capacity above and
the additional capacity
identified in
An additional paper tray
to provide further
additional input capacity
above the base offering
described in
clause 2.1.1.4 – Input
Capacity above and the
additional capacity
identified in
clause 2.1.2.4 – Paper
N/A
An additional paper
tray to provide further
additional input
capacity above the
base offering
described in
clause 2.1.1.4 – Input
Capacity above and
the additional capacity
identified in
Page 27 of 69
2.1.2
Specific Network Printer Requirements
MINIMUM REQUIREMENT
SOR REF
DELIVERABLE
/ ITEM
Low Volume Group –
Monochrome
Medium Volume
Group –
Monochrome
clause 2.1.2.4 –
Paper Tray 1 –
Option immediately
above.
High Volume Group Monochrome
Low Volume Group Colour
Tray 1 – Option
immediately above.
Medium Volume
Group - Colour
clause 2.1.2.4 –
Paper Tray 1 –
Option immediately
above.
* The Tenderer should also include the capacity of additional Paper Trays in Attachment Part B8 - Technical and Other Information.
Tenderers are required to price this option separately at Attachment B7 – Price Schedule.
The price is to include all necessary Software, firmware or components needed to make the option available to the Agency.
Where there are ongoing maintenance costs for this feature above those provided for the base MOMs Product under the Impression Charge Model or the
Network Printer and Scanner Maintenance Model (Monthly/ Annual), these must be defined as a separate Charge per Impression or a separate
annual/monthly Charge (as relevant to the applicable Charging model).
Page 28 of 69
3.
Product Category 2 – Multifunction Devices (MFDs)
The following requirements set out the specific requirements for Multifunction Devices. All Multifunction Devices must comply with clause 3.1.1– Common
Multifunction Device Requirements and the Common Requirements under clause 1 of this SOR.
3.1
Product Category 2 – Multifunction Devices – Minimum Requirements
SOR REF
3.1.1
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
Common Multifunction Device Requirements
All Multifunction Devices proposed by the Tenderer are required to meet the minimum requirements in this clause 3.1.1
(Common Multifunction Device Requirements), the requirements for the relevant Product Class for that model in
clauses 3.1.2 and 3.1.3 (Specific Multifunction Device Requirements) and the Common Requirements under clause 1
above.
Tenderers should complete Attachment B8 - Technical and Other Information accordingly.
3.1.1.1
Impressions
The MOMs Product is to have the ability to count the number of Impressions for billing and reporting purposes.
If the Contractor has been engaged to provide Remote Monitoring Services or Remote Management Services, Impression
information is to be collected via this method.
If the Contractor has been engaged to provide Fleet Management Services, Impression information is to be collected by the
Agency via this method and communicated to the Contractor.
Tenderers should specify in Attachment B8 - Technical and Other Information how Impression information will be
collected if neither of these methods is available.
3.1.1.2
Print Resolution
600 x 600 dpi resolution.
3.1.1.3
Warm Up Time
Be ready for use in less than 60 seconds from switching the power on and waking up from Sleep Mode and Standby Mode.
Page 29 of 69
SOR REF
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
3.1.1.4
Bypass
Capability
A bypass tray with the capacity to handle at least 50 sheets (A4).
3.1.1.5
Media Types
Plain paper, envelopes, glossy paper, Recycled paper, transparencies, labels and card stock.
The MOMs Product is required to support 64gsm – 170gsm paper weights.
3.1.1.6
Print Language
PCL 5/6 and PostScript 2/3.
3.1.1.7
Print Driver
Universal drivers are to be supplied for Multifunction Devices. The installation of the drivers should not require a system or
server reboot to be operational.
3.1.1.8
Print Driver
Supplied
The Contractor is to provide the print drivers as specified by the Agency, in an uncompressed format on CD/DVD. Default
settings embedded in the printer driver are to match the defaults described in clause 1.1.2.6 – Default Settings.
3.1.1.9
Flatbed Scanner
Flatbed scanner/copier which has the ability to scan/copy books and a wide variety of paper thicknesses and styles including
over head projector films. The flatbed scanner is to have the capacity to copy and scan the media sizes described in
clauses 3.1.2.5 – Media Sizes (Mono) and 3.1.3.5 – Media Sizes (Colour).
3.1.1.10
Scan Resolution
600 x 600 dpi, and 300 x 300 dpi resolution in colour.
3.1.1.11
Resizable
Copying /
Scanning
Ability to enlarge/reduce document sizes prior to copying and scanning.
3.1.1.12
Scan
Destination
Scan to a user Network email address, a shared Network directory, the Agency’s back end IT systems such as document
management systems and to a Network based Fax gateway.
3.1.1.13
Scan Output
Ability to save scanned documents in PDF and other formats if available.
3.1.1.14
Authentication
Scan/Copy control through the use of user login before documents can be sent to email / directory / document management
system / Fax gateway.
This function is to allow the destination of scanned documents to be tracked.
Page 30 of 69
SOR REF
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
3.1.1.15
Print Features
Watermarks, booklet printing, poster printing, fit to page, overlays, first page exception page and auto tray select.
3.1.1.16
Stored Job
capability
The MOMs Product is to be able to store print jobs for future printing. These print jobs are to be accessible via the MOMs
Product user interface.
3.1.1.17
Document
Release
Technology –
Single Product
The MOMs Product is to have the capability to hold the print job at the Multifunction Device. Print jobs will only be printed
when the appropriate mechanism is activated by the user on the MOMs Product.
3.1.1.18
Document
Release
Technology –
Multiple Product
Integration
The MOMs Product(s) is to have the capability to integrate with document release technology which allows a user to send a
print job to a print server and then print from any enabled MOMs Product available to the user, eliminating the need to print to
a specific printer. The capability will incorporate a single print queue. Print jobs will only be printed when the appropriate
mechanism is activated by the user on the enabled MOMs Product.
3.1.1.19
Fleet
Management
Software
Integration
The MOMs Product(s) will meet open standard management capabilities, to allow the integration of Fleet management
Software to identify and monitor MOMs Product(s) connected to the Agency’s ICT Network.
3.1.1.20
Fax Capability Option
A Fax option to allow Faxes to be sent and received from the MOMs Product via a telephone line.
The Tenderer should provide details of how this mechanism could be integrated with the proposed MOMs Product.
Tenderers are required to price this option separately at Attachment B7 – Price Schedule.
Where there are ongoing maintenance and support costs for this feature above those provided for the base maintenance and
support services under the Impression Charge Model, these are to be defined as a separate Charge per Impression.
The price is to include all necessary Software, firmware or components needed to make the option available to the Agency.
If this option is enabled, the Agency and the Contractor are to apply the provisions of the ISM.
3.1.1.21
Fax Security
The Fax option has the ability to track the destination of outgoing Faxes.
Page 31 of 69
SOR REF
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
3.1.1.22
Speed Dialling
The Fax option allows for Fax numbers to be stored on the MOMs Product.
3.1.1.23
Network Disable
- Option
The Contractor will provide the capability to disable and remove the Network function as described in clause 1.1.1– Common
Security Requirements.
Tenderers are required to price this option separately at Attachment B7 – Price Schedule as a discount.
The price is to include all necessary Software, firmware or components needed to make the option available to the Agency
and should include the removal of any components installed on the MOMs Product which are not necessary.
3.1.1.24
USB - Option
USB connectivity port provided and enabled on the MOMs Product to allow the MOMs Product to be connected to a server or
computer via a USB port.
Tenderers are required to price this option separately at Attachment B7 – Price Schedule.
The price is to include all necessary Software, firmware or components needed to make the option available to the Agency.
Where there are ongoing maintenance costs for this feature above those provided for the base maintenance and services
under the Impression Charge Model, these are to be defined as a separate Charge per Impression.
If this option is enabled, the Agency and the Contractor are to apply the provisions of the ISM.
3.1.1.25
Enhanced
Security Kit Option
The Contractor is to offer additional security for the protection of data contained on the MOMs Product's hard drive above the
security features provided as a standard feature of the MOMs Product described in clause 1.1.1.5 – Hard Drive.
Security kits are to include data overwrite, data erase/deletion and data encryption.
Tenderers are required to price this option separately at Attachment B7 – Price Schedule.
The price is to include all necessary Software, firmware or components needed to make the option available to the Agency.
Where there are ongoing maintenance costs for this feature above those provided for the base maintenance and support
services under the Impression Charge Model, these are to be defined as a separate Charge per Impression.
Page 32 of 69
SOR REF
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
If this option is enabled, the Agency and the Contractor are to apply the provisions of the ISM.
3.1.1.26
3.1.2
Support
The Contractor is required to provide Support Services for the MOMs Product it supplies, if required by the Agency.
Specific Multifunction Device Requirements - Monochrome
SOR REF
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
Benchtop Group –
Monochrome
Low Volume Group –
Monochrome
Medium Volume Group –
Monochrome
High Volume Group –
Monochrome
3.1.2.1
Monthly Output
2,500 pages per month and
have the capacity to cope
with increased surges of
output.
13,000 pages per month and
have the capacity to cope
with increased surges of
output.
26,000 pages per month and
have the capacity to cope
with increased surges of
output.
43,000 pages per month and
have the capacity to cope with
increased surges of output.
3.1.2.2
Print Speed
30 ppm (A4 monochrome
simplex) with minimal loss of
speed for Duplex printing and
copying.
30 ppm (A4 monochrome
simplex) with minimal loss of
speed for Duplex printing, A3
printing and copying.
45 ppm (A4 monochrome
simplex) with minimal loss of
speed for Duplex printing and
copying.
60 ppm (A4 monochrome
simplex) with minimal loss of
speed for Duplex printing, A3
printing and copying.
3.1.2.3
Input Capacity
250 sheets (A4) input
capacity. Trays are to be fully
adjustable to allow the
Agency to manually change
the media sizes.
1000 sheets (A4) input
capacity. Trays are to be fully
adjustable to allow the
Agency to manually change
the media sizes.
1000 sheets (A4) input
capacity. Trays are to be fully
adjustable to allow the
Agency to change the media
sizes.
2000 sheets (A4) input
capacity. Trays are to be fully
adjustable to allow the Agency
to manually change the media
sizes.
3.1.2.4
Output Capacity
100 sheets (A4) in the output
tray
250 sheets (A4) in the output
tray without the addition of a
finisher.
250 sheets (A4) in the output
tray without the addition of a
finisher.
250 sheets (A4) in the output
tray without the addition of a
finisher.
Page 33 of 69
3.1.2
Specific Multifunction Device Requirements - Monochrome
SOR REF
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
Benchtop Group –
Monochrome
3.1.2.5
Media sizes
Low Volume Group –
Monochrome
Medium Volume Group –
Monochrome
High Volume Group –
Monochrome
A4, A5, B5, letter, legal,
executive and envelope.
A3 A4, A5, B5, letter, legal,
executive and envelope.
A3, A4, A5, B5, letter, legal,
executive and envelope.
A3 A4, A5, B5, letter, legal,
executive and envelope.
Tenderers are to include any
necessary bypass trays to
allow these media sizes to be
used.
Tenderers are to include any
necessary bypass trays to
allow these media sizes to be
used.
Tenderers are to include any
necessary bypass trays to
allow these media sizes to be
used.
Tenderers are to include any
necessary bypass trays to allow
these media sizes to be used.
A capacity of at least 50
sheets (A4). The document
feeder is to have the capacity
to copy and scan the media
sizes described in
clause 3.1.2.5 – Media
Sizes and have the ability to
copy and scan double sided
documents.
A capacity of at least 50
sheets (A4). The document
feeder is to have the capacity
to copy and scan the media
sizes described in
clause 3.1.2.5 – Media
Sizes and have the ability to
copy and scan double sided
documents.
A capacity of at least 50
sheets (A4). The document
feeder is to have the capacity
to copy and scan the media
sizes described in
clause 3.1.2.5 – Media Sizes
and have the ability to copy
and scan double sided
documents.
An additional paper tray to
provide additional input
capacity above the base
offering described in
clause 3.1.2.3 – Input
Capacity above.
An additional paper tray to
provide additional input
capacity above the base
offering described in
clause 3.1.2.3 – Input
Capacity above.
An additional paper tray to
provide further additional
input capacity above the
base offering t described in
clause 3.1.2.3 – Input
An additional paper tray to
provide further additional input
capacity above base offering
described in clause 3.1.2.3 –
Input Capacity above and the
3.1.2.6
Document
Feeder
A capacity of at least 25
sheets (A4). The document
feeder is to have the capacity
to copy and scan the media
sizes described in
clause 3.1.2.5 – Media
Sizes and have the ability to
copy and scan double sided
documents.
3.1.2.7
Paper Tray 1 –
Option*
An additional paper tray to
provide additional input
capacity above the base
offering described in
clause 3.1.2.3 – Input
Capacity above.
3.1.2.8
Paper Tray 2 –
Option*
Page 34 of 69
3.1.2
Specific Multifunction Device Requirements - Monochrome
SOR REF
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
Benchtop Group –
Monochrome
Low Volume Group –
Monochrome
Medium Volume Group –
Monochrome
High Volume Group –
Monochrome
Capacity above and the
additional capacity identified
in clause 3.1.2.7 – Paper
Tray 1 – Option immediately
above.
additional capacity identified in
clause 3.1.2.7 – Paper Tray 1
– Option immediately above.
3.1.2.9
Paper Large
Capacity Unit –
Option*
An additional large capacity
paper input unit to provide
further additional input
capacity above the base
offering described in
clause 3.1.2.3 – Input
Capacity above and the
additional capacity identified in
clause 3.1.2.7 – Paper Tray 1
– Option and in clause 3.1.2.8
– Paper Tray 2 – Option
immediately above.
An additional large capacity
paper input unit to provide
further additional input capacity
above the base offering
described in clause 3.1.2.3 –
Input Capacity above and the
additional capacity identified in
clause 3.1.2.7 – Paper Tray 1 –
Option and in clause 3.1.2.8 –
Paper Tray 2 – Option
immediately above.
3.1.2.10
Finisher Stapler
– Option*
Ability to staple up to 50
sheets (A4).
Ability to staple up to 50 sheets
(A4).
3.1.2.11
Finisher Hole
Punch – Option*
Ability to punch up to 50
sheets (A4).
Ability to punch up to 50 sheets
(A4)
3.1.2.12
Finisher Booklet
Finishing –
Option*
Ability to provide folded and
stapled booklets. This finisher
is also be able to provide
stapled documents to the
Agency.
Ability to provide folded and
stapled booklets. This finisher is
also be able to provide stapled
documents to the Agency.
Page 35 of 69
*Tenderers are required to price each option separately at Attachment B7 – Price Schedule.
The price is to include all necessary Software, firmware or components needed to make the option available to Agencies.
Where a Tenderer has various types of finishing options capable of meeting this requirement, it should provide prices at Attachment B7 – Price Schedule
and the details at Attachment B8 – Technical and Other Information of each.
Tenderers should also include the price of any Consumables for the proposed finishing options at Attachment B7 – Price Schedule including staples at a
single box price or bulk pack price (clauses 3.1.2.10 - Finisher Stapler – Option and 3.1.2.12 Finisher Booklet Finishing – Option).
Where there are ongoing maintenance costs for this feature above those provided for the base maintenance and support services under the Impression
Charge Model, these are to be defined as a separate Charge per Impression.
3.1.3
Specific Multifunction Device Requirements - Colour
SOR REF
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
Benchtop Group – Colour
Low Volume Group –
Colour
Medium Volume Group –
Colour
High Volume Group – Colour
3.1.3.1
Monthly Output
2,500 pages per month and
have the capacity to cope
with increased surges of
output.
4,000 pages per month and
have the capacity to cope
with increased surges of
output.
30,000 pages per month and
have the capacity to cope
with increased surges of
output.
43,000 pages per month and
have the capacity to cope with
increased surges of output.
3.1.3.2
Print Speed
30 ppm (A4 monochrome
simplex) with minimal loss of
speed for Duplex Colour
printing and copying.
30 ppm (A4 monochrome
simplex) with minimal loss of
speed for Duplex, A3
printing, colour printing and
copying.
40 ppm (A4 monochrome
simplex) with minimal loss of
speed for Duplex printing, A3
printing, colour printing and
copying.
55 ppm (A4 monochrome
simplex) with minimal loss of
speed for Duplex printing, A3
printing, colour printing and
copying.
3.1.3.3
Input Capacity
250 sheets (A4) input
capacity. Trays are to be fully
adjustable to allow the
Agency to manually change
the media sizes.
1000 sheets (A4) input
capacity. Trays are to be fully
adjustable to allow the
Agency to manually change
the media sizes.
1000 sheets (A4) input
capacity. Trays are to be fully
adjustable to allow the
Agency to manually change
the media sizes.
2000 sheets (A4) input
capacity. Trays are to be fully
adjustable to allow the Agency
to manually change the media
sizes.
Page 36 of 69
3.1.3
Specific Multifunction Device Requirements - Colour
SOR REF
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
Benchtop Group – Colour
Low Volume Group –
Colour
Medium Volume Group –
Colour
High Volume Group – Colour
3.1.3.4
Output Capacity
100 sheets (A4) in the output
tray
250 sheets (A4) in the output
tray without the addition of a
finisher.
250 sheets (A4) in the output
tray without the addition of a
finisher.
250 sheets (A4) in the output
tray without the addition of a
finisher.
3.1.3.5
Media sizes
A4, A5, B5, letter, legal,
executive and envelope
A3 A4, A5, B5, letter, legal,
executive and envelope
A3, A4, A5, B5, letter, legal,
executive and envelope
A3, A4, A5, B5, letter, legal,
executive and envelope.
Tenderers are to include any
necessary bypass trays to
allow these media sizes to be
used.
Tenderers are to include any
necessary bypass trays to
allow these media sizes to be
used.
Tenderers are to include any
necessary bypass trays to
allow these media sizes to be
used.
Tenderers are to include any
necessary bypass trays to
allow these media sizes to be
used.
3.1.3.6
Document
Feeder
A capacity of at least 25
sheets (A4). The document
feeder is to have the capacity
to copy and scan the media
sizes described in
clause 3.1.3.5 – Media
Sizes.
A capacity of at least 50
sheets (A4). The document
feeder is to have the capacity
to copy and scan the media
sizes described in
clause 3.1.3.5 – Media
Sizes and have the ability to
copy and scan double sided
documents.
A capacity of at least 50
sheets (A4). The document
feeder is to have the capacity
to copy and scan the media
sizes described in
clause 3.1.3.5 – Media
Sizes and have the ability to
copy and scan double sided
documents.
A capacity of at least 50 sheets
(A4). The document feeder is
to have the capacity to copy
and scan the media sizes
described in clause 3.1.3.5 –
Media Sizes and have the
ability to copy and scan double
sided documents.
3.1.3.7
Paper Tray 1 –
Option*
An additional paper tray to
provide additional input
capacity above the base
offering described in
clause 3.1.3.3– Input
Capacity above.
N/A
An additional paper tray to
provide additional input
capacity above the base
offering described in
clause 3.1.3.3– Input
Capacity above.
An additional paper tray to
provide additional input
capacity above the base
offering described in
clause 3.1.3.3– Input
Capacity above.
Page 37 of 69
3.1.3
Specific Multifunction Device Requirements - Colour
SOR REF
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
Benchtop Group – Colour
Low Volume Group –
Colour
Medium Volume Group –
Colour
High Volume Group – Colour
3.1.3.8
Paper Tray 2 –
Option*
N/A
N/A
An additional paper tray to
provide further additional
input capacity above the
base offering described in
clause 3.1.3.3– Input
Capacity above and the
additional capacity identified
in clause 3.1.3.7 – Paper
Tray 1 – Option immediately
above.
An additional paper tray to
provide further additional input
capacity above the base
offering described in
clause 3.1.3.3– Input
Capacity above and the
additional capacity identified in
clause 3.1.3.7 – Paper Tray 1
– Option immediately above.
3.1.3.9
Paper Large
Capacity Unit –
Option*
N/A
N/A
An additional large capacity
paper input unit to provide
further additional input
capacity above the base
offering described in
clause 3.1.3.3– Input
Capacity above and the
additional capacity identified
in clause 3.1.3.7 – Paper
Tray 1 – Option and in
clause 3.1.3.8 – Paper Tray
2 – Option immediately
above.
An additional large capacity
paper input unit to provide
further additional input capacity
above the base offering
described in clause 3.1.3.3–
Input Capacity above and the
additional capacity identified in
clause 3.1.3.7 – Paper Tray 1
– Option and in clause 3.1.3.8
– Paper Tray 2 – Option
immediately above.
3.1.3.10
Finisher Stapler
– Option*
N/A
N/A
Ability to staple up to 50
sheets (A4).
Ability to staple up to 50
sheets (A4).
3.1.3.11
Finisher Hole
Punch – Option*
N/A
N/A
Ability to punch up to 50
sheets (A4).
Ability to punch up to 50
sheets (A4).
Page 38 of 69
3.1.3
Specific Multifunction Device Requirements - Colour
SOR REF
DELIVERABLE
/ ITEM
MINIMUM REQUIREMENT
Benchtop Group – Colour
3.1.3.12
Finisher Booklet
Finishing –
Option*
N/A
Low Volume Group –
Colour
N/A
Medium Volume Group –
Colour
Ability to provide folded and
stapled booklets. This
finisher is to also be able to
provide stapled documents to
the Agency.
High Volume Group – Colour
Ability to provide folded and
stapled booklets. This finisher
is to also be able to provide
stapled documents to the
Agency.
*Tenderers are required to price each option separately at Attachment B7 – Price Schedule.
The price is to include all necessary Software, firmware or components needed to make the option available to Agencies.
Where a Tenderer has various types of finishing options capable of meeting this requirement they should provide prices at Attachment B7 – Price Schedule
and the details at Attachment B8 – Technical and Other Information of each.
Tenderers should also include the price of any Consumables for the proposed finishing options at Attachment B7 – Price Schedule including staples at a single
box price or bulk pack price (clauses 3.1.3.10 - Finisher Stapler – Option and 3.1.3.12 - Finisher Booklet Finishing – Option).
Where there are ongoing maintenance costs for this feature above those provided for the base maintenance and support services under the Impression Charge
Model, these are to be defined as a separate Charge per Impression.
Page 39 of 69
4.
Product Category 3 - Scanners
The following requirements set out the specific requirements for Scanners. All Scanners must comply with clause 4.1.1– Common Scanner Requirements
and the Common Requirements under clause 1 of this SOR.
4.1
Product Category 3 – Scanners – Minimum Requirements
SOR REF
4.1.1
DELIVERABLE /
ITEM
MINIMUM REQUIREMENT
Common Scanner Requirements
All Scanner models proposed by Tenderers are required to meet the minimum requirements in this clause 4.1.1, the
requirements for the relevant Product Class for that model in clause 4.1.2 and the common requirements for all MOMs
Products under clause 1 of this SOR.
Tenderers should complete Attachment B8 - Technical and Other Information accordingly.
4.1.1.1
Colour Depth
24 bit colour.
4.1.1.2
Grey Scale Levels
256 levels.
4.1.1.3
Media Types
Plain paper, envelopes, glossy paper, transparencies, labels and card stock. The MOMs Product is required to support
64gsm – 170gsm paper weights.
4.1.1.4
Protocols
TWAIN compliant.
4.1.1.5
Drivers
The installation of the drivers should not require a system or server reboot to be operational.
4.1.1.6
Drivers Supplied
The Contractor is to provide drivers as specified by the Agency, in an uncompressed format on CD/DVD.
4.1.1.7
Scan Output
Ability to save scanned documents in a number of formats including PDF, JPEG and other formats if available.
4.1.1.8
Scan Destination
If the Network Compatibility option is purchased as at clause 1.1.1- Common Security Requirements, Agencies have the
ability to select the destination of the scan output. Including user Network email address, a shared Network directory, the
Page 40 of 69
SOR REF
DELIVERABLE /
ITEM
MINIMUM REQUIREMENT
Agency’s back end IT systems such as document management systems and to a Network based Fax gateway.
4.1.1.9
Authentication
Scan control through the use of user login before scanned documents can be sent to email / directory / document
management system.
This function will allow the destination of scanned documents to be tracked.
4.1.1.10
Optical Character
Recognition
The scanner is required to be able to run Optical Character Recognition Software to allow scanned documents to be keyword
searchable.
Optical Character Recognition Software is an Ancillary MOMs Product.
Prices in Attachment B7 - Price Schedule for Scanners are to include all necessary other Software, firmware or
components needed to make the option available to the Agency.
4.1.1.11
4.1.2
Support
The Contractor is required to provide Support Services for the MOMs Product it supplies, if required by the Agency.
Specific Scanner Requirements
SOR REF
DELIVERABLE /
ITEM
MINIMUM REQUIREMENT
Scanner – High Resolution A4
Scanner – High Speed A4
Scanner – High Speed A3
4.1.2.1
Scan Speed
4 ppm
25 ppm A4 simplex with minimal loss of
speed for Duplex scanning
50 ppm A4 simplex with minimal loss
of speed for Duplex and A3 scanning.
4.1.2.2
Scan Resolution
2400 x 2400 dpi
600 x 600 dpi
600 x 600 dpi.
4.1.2.3
Media Sizes
Scan A4, A5, B5, letter, legal, executive,
envelope and business card.
Scan A4, A5, B5, letter, legal, executive,
envelope and business card.
Scan A3, A4, A5, B5, letter, legal,
executive, envelope and business
card.
Page 41 of 69
4.1.2
Specific Scanner Requirements
SOR REF
MINIMUM REQUIREMENT
DELIVERABLE /
ITEM
Scanner – High Resolution A4
Scanner – High Speed A4
Scanner – High Speed A3
4.1.2.4
Flatbed Scanner
Ability to scan a wide variety of paper
thicknesses and styles including over
head projector films. The flatbed
scanner has the capacity to scan the
media sizes described in clause 4.1.2.3
– Media Sizes.
Ability to scan a wide variety of paper
thicknesses and styles including over
head projector films. The flatbed
scanner has the capacity to scan the
media sizes described in clause 4.1.2.3
– Media Sizes.
Ability to scan a wide variety of paper
thicknesses and styles including over
head projector films. The flatbed
scanner has the capacity to scan the
media sizes described in
clause 4.1.2.3 – Media Sizes.
4.1.2.5
Document Feeder
N/A
50 sheet (A4) document feeder. The
document feeder is to have the capacity
to scan the media sizes described in
clause 4.1.2.3 – Media Sizes.
50 sheet (A4) document feeder. The
document feeder is to have the
capacity to scan the media sizes
described in clause 4.1.2.3 – Media
Sizes.
4.1.2.6
Duplex
N/A
Ability to scan Duplex on a single pass.
Ability to scan Duplex on a single pass.
Page 42 of 69
5.
Product Category 4 – Ancillary MOMs Products
The following requirements set out the specific requirements for Ancillary MOMs Products.
Details about Ancillary MOMs Products offered by Successful Tenderers will be included in the Product and Service Catalogue to indicate which Ancillary
MOMs Products the Successful Tenderer is able to provide.
It is optional for Tenderers to offer the Ancillary MOMs Products described in clauses 5.1.1 - Non-Standard Agency MOMs Product requirements, 5.1.2 Standalone Faxes 5.1.4 - 115V Power (transformers), or 5.1.6 - Ruggedised Cases. However, Tenderers should note that Agencies will be required to
purchase these items through the MOMs Panel arrangements unless Finance agrees otherwise. Tenderers should clearly identify in their Tender response
which Ancillary MOMs Products it is able to offer.
5.1
Product Category 4 – Ancillary MOMs Products – Minimum Requirements
SOR REF
5.1.1
DELIVERABLE /
ITEM
MINIMUM REQUIREMENT
Non-Standard Agency MOMs Product requirements
This applies to unique Agency requirements for Network Printers, Multifunction Devices and/or Scanners that are not contained in the MOMs Product and
Service Catalogue (subject to approval from Finance).
5.1.1.1
Product Specific
Information
Subject to the Finance Representative’s approval, the Agency may seek Network Printers, Multifunction Devices and/or
Scanners with requirements that are not met by MOMs Products on the MOMs Product and Service Catalogue. Agencies will
seek quotations from one or more Contractors against their specific requirements and undertake a value for money
assessment against the Contractors’ responses.
The Contractor is to be willing and able to consider requests from Agencies for Non-Standard Agency MOMs Products and
provide quotations as requested by Agencies.
All Non-Standard Agency MOMs Products provided by the Contractor are to comply with the Common Requirements in
clause 1 – Common Requirements for all MOMs Products unless agreed by the Finance Representative.
For the purposes of the Tender, Tenderers are required to provide a solution and pricing against a scenario in Attachment
B7 – Price Schedule.
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5.1.2
5.1.2.1
Standalone Faxes
Product Specific
Information
These MOMs Products have the ability to send and receive Faxes, which includes laser printing technology (not thermal
printing).
Tenderers may offer a proposal, including pricing, for the supply of a Standalone Fax, or an entry level Multifunction Device
whose core function is to provide Fax capability.
Proposals should outline the Specifications of the Standalone Fax and provide details of any additional functionality the
MOMs Product may provide.
Tenderers are required to provide pricing information only at Attachment B7 – Price Schedule and other details of
Tenderers’ proposals should be contained in Attachment B8 – Technical and Other Information.
5.1.2.2
5.1.2.3
Maintenance MOMs Optional
Service
The Contractor will support and maintain these MOMs Products if required by the Agency.
Consumables
The Contractor will provide the Consumables required for the operation of these MOMs Products, if required by the Agency.
Tenderers should submit a proposal that outlines the process for how the MOMs Product will be maintained, supported and
the associated pricing for these services. This includes any associated costs for Delivery and installation.
Tenderers should submit a proposal that outlines the Consumables required for the operation of the MOMs Product and the
associated prices for the Consumables.
5.1.3
5.1.3.1
Toner and other Consumables
Network Printer
Toner
Contractors are to provide toner for Network Printers that meets the requirements in clauses 1.1.2.5 and 1.1.3.3, if required
by an Agency.
Tenderers who are tendering for Category 1- Network Printers are required to provide pricing on toner cartridges, cartridge
yield and information on bulk discounts for purchases at Attachment B7 – Price Schedule. Bulk pricing should include
quantity break points and price discounts available.
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5.1.3.2
DELIVERABLE /
ITEM
Multifunction
Device Toner
MINIMUM REQUIREMENT
The Contractor is to provide toner for Multifunction Devices through the Impression Charge Model. Toner provided for
Multifunction Devices is to meet the requirements in clauses 1.1.2.5 and 1.1.1.3.
To provide greater transparency in the Impression pricing models for Multifunction Devices for the purposes of evaluation,
Tenderers who have provided a response to clause 3 – Product Category 2 – Multifunction Devices (MFDs) are required
to provide toner pricing and cartridge yields for Multifunction Devices at Attachment B7 – Price Schedule.
5.1.3.3
Other
Consumables
The Contractor is to provide other Consumables necessary for the function of Network Printers (excluding paper and toner)
as required by the Agency. Items may include, but are not limited to:
(a)
(b)
(c)
(d)
(e)
Finisher;
Staple cartridges;
Waste toner bottles;
Maintenance kits; and
Drum kits.
These Consumables are to be provided so as to allow the Contractor to meet the requirements of Service Level Consumable Delivery described in Module 3 of the Head Agreement.
Tenderers who have provided a response to clause 2 - Product Category 1- Network Printers are required to provide
pricing for other Consumables (excluding paper and toner) for Network Printers.
To provide greater transparency in the Impression pricing models for Multifunction Devices, Tenderers who have provided a
response to clause 3 – Product Category 2 – Multifunction Devices (MFDs) are also required to provide pricing for
Multifunction Devices at Attachment B7 – Price Schedule.
5.1.4
5.1.4.1
115V Power (transformers)
Product Specific
Information
The Contractor will provide 115 volt rated power (transformers) for MOMs Products, if requested by the Agency.
Tenderers may make a proposal which outlines how they can support an Agency request to have 115 volt rated MOMs
Product(s). The proposal should outline pricing on a per unit basis.
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MINIMUM REQUIREMENT
The price is to include all necessary Software, firmware or components needed to make the MOMs Product available to the
Agency and should include the removal of any components installed on the MOMs Product which are not necessary.
Tenderers are required to provide pricing information only at Attachment B7 – Price Schedule and details of Tenderers’
proposals should be contained in Attachment B8 – Technical and Other Information.
5.1.5
Optional Software
Tenderers should ensure that their Tender includes:

If the Tenderer tenders for clause 2 - Product Category 1 – Network Printers, the Tenderer should provide a response that addresses
clauses 5.1.5.1 - Common Requirements for Software and 5.1.5.2 - Document release technology – multiple Products.

If the Tenderer tenders for clause 3 - Product Category 2 – Multifunction Devices (MFDs), the Tenderer should provide a response that addresses
clauses 5.1.5.1 - Common Requirements for Software, 5.1.5.2 - Document release technology – multiple Products, 5.1.5.3 - Optical Character
Recognition Software, and 5.1.5.4 - Image capture Software.
It is optional for Tenderers to provide a response to clause 5.1.5.5 - Other Software related to the delivery of MOMs Products and MOMs Services.
5.1.5.1
Common
Requirements for
Software
All Software provided by the Contractor is to meet the requirements for the licensing of Software as specified in Module 3 of
the Head Agreement.
All Software provided by the Contractor is to be Vendor Agnostic unless specifically agreed by the Agency.
Prices are to include all necessary Software, firmware or components needed to make the MOMs Product available to
Agencies and fully functional in an Agency’s environment and any pricing assumptions should be highlighted.
Tenderers should include details of the conditions under which the described Software would be provided for no additional
cost to an Agency.
Tenderers should provide pricing information only at Attachment B7 – Price Schedule. Technical information and details of
Tenderers’ proposals should be contained in Attachment B8 – Technical and Other Information.
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ITEM
Document release
technology –
multiple MOMs
Products
MINIMUM REQUIREMENT
The Contractor is to provide Document Release Technology which controls the release of print jobs from the MOMs
Product(s), if requested by the Agency.
This technology is to have the ability to support a single print queue to allow Agency Personnel to release documents from
any enabled MOMs Product. Agency Personnel are able to track the time, date, MOMs Product, end user, and filename of a
print job and store this information in a manner suitable for use by the Agency.
Tenderer's responses in Attachment B8 - Technical and Other Information should include information on how this option
will be incorporated into an Agency operating and/or Network environment and should include details of the methods or
mechanisms by which print jobs can be released at the MOMs Product.
Proposals should include information on the restrictions of this option and any limitations to the introduction of this option on
MOMs Product(s) and into the Agency’s environment.
Tenderers should also include details of the conditions under which the described Software would be provided for no
additional cost to an Agency.
5.1.5.3
Optical Character
Recognition
Software
The Contractor is to provide Optical Character Recognition Software which enables scanned documents to be keyword
searchable, if requested by the Agency. Such Software is to be able to be embedded onto Multifunction Devices.
Tenderer's responses in Attachment B8 - Technical and Other Information should include information on how this option
would be introduced into an Agency’s environment as well as information on the restrictions of this Software and any
limitations to the introduction of this option on MOMs Product(s) and onto the Agency’s Networks.
Tenderers should also include details of the conditions under which the described Software would be provided for no
additional cost to an Agency.
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ITEM
Image capture
Software
MINIMUM REQUIREMENT
The Contractor is to provide Software that allows scanned and copied documents to be tracked and the images produced by
the scan and copy function captured, if requested by the Agency.
In using this Software an Agency is able to track the time, date, destination (if scanned), end user and image. Such Software
is to be able to be embedded onto Multifunction Devices.
Tenderer's responses in Attachment B8 - Technical and Other Information should include information about how this
option would be introduced into an Agency’s environment as well as information on the restrictions of this Software and any
limitations to the introduction of this option on MOMs Product(s) and onto the Agency’s Networks.
Tenderers should also include details of the conditions under which the described Software would be provided for no
additional cost to an Agency.
5.1.5.5
Other Software
related to the
supply of MOMs
Products and
MOMs Services
The Contractor is to provide additional Software that it makes generally available for implementation on MOMs Product(s), if
requested by the Agency.
If Tenderers are able to provide any other Software, they should provide information on the functionality provided by the
Software they are able to offer, and the benefits it might deliver to the Agency.
Tenderer's responses in Attachment B8 - Technical and Other Information should include information about how these
options would be introduced into an Agency’s environment as well as information on the restrictions of this Software and any
limitations to the introduction of the Software on MOMs Product(s) and onto the Agency’s Networks.
Tenderers should note that any Software proposed in clause 5.1.5.3 – Optical Character Recognition Software
Specifications and clause 5.1.5.4 – Image Capture Software above should not be proposed here.
Tenderers also should include details of the conditions under which the described Software would be provided for no
additional cost to an Agency.
5.1.6
Ruggedised Cases
Product
Specific
The Contractor is to supply custom built protective casing for the MOMs Product to facilitate it being shipped to the Delivery
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SOR REF
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ITEM
Information
MINIMUM REQUIREMENT
Site, if requested by the Agency.
The cases are to provide protection to the MOMs Product during transit and have the following features/specifications:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
high density, chemical resistant, dual layer foam to absorb multi-directional impacts;
drop down side and ramp to facilitate easy insertion, removal and storage of MOMs Product(s);
no protruding hardware to meet WH&S standards - locks and handles are recessed;
dual layer floating floor to absorb drop impacts, for example when dropped into a Remote location by helicopter;
storage for accessories and Consumables - sealed compartments for imaging units and toner containers, and
separate compartment for waste toner container;
heavy duty skids to facilitate relocation by forklift; and
high impact multi-layer construction with hardwood faces and a strong lightweight aluminium outer skin.
The size of these cases will differ depending on the options / accessories purchased for use.
Tenderers should indicate whether they can provide this MOMs Product and should also provide information on the Charges
for this service.
Tenderers should indicate their willingness to source and provide the cases on behalf of the Agency.
Tenderers are required to provide pricing information only at Attachment B7 – Price Schedule. Technical information and
details of Tenderers’ proposals should be contained in Attachment B8 – Technical and Other Information.
5.1.7
5.1.7.1
Replacement / additional Hard Drives
Product Specific
Information
The Contractor is to supply a secondary hard drive so that upon Disposal of the MOMs Product a replacement hard drive can
be substituted into the MOMs Product, if requested by the Agency.
Tenderers may offer a proposal, including pricing for replacement hard drives for the proposed models.
Tenderers are required to provide pricing information only at Attachment B7 – Price Schedule. Technical information and
details of Tenderers’ proposals should be contained in Attachment B8 – Technical and Other Information.
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5.1.8
5.1.8.1
Parts and/or accessories for the MOMs Product
Additional parts
and/or
accessories for
MOMs Products
On rare occasions, there may be parts or accessories that the Contractor can offer and that an Agency may need to acquire
to meet a business need or special requirement that can be incorporated into, attached to or used in conjunction with an
existing MOMs Product that would improve the performance of the MOMs Product without changing its overall function or
purpose.
Items may include, but are not limited to:
(a)
(b)
(c)
(d)
(e)
Adjustments to memory to improve performance of a specific feeder attachment;
Specialist paper trays;
Document processors;
Network cards; and
Smart card readers.
For clarity these exclude any ‘Optional’ items described elsewhere in this SOR under the relevant Category.
If the value of the part or accessory is less than or equal to $500 (GST exclusive), the Contractor is to provide these parts or
accessories to an Agency pursuant to the Contract without Finance’s approval.
If the cost of the part or accessory is greater than $500 (GST exclusive), the Contractor is to obtain the prior written approval
of Finance before supplying the part or accessory to the Agency. Finance may withhold approval to the supply of the part or
accessory at its sole discretion.
If requested by the Agency, the Contractor is to provide installation services (as MOMs Optional Services) for the additional
part or accessory, in accordance with clause 6.1.2 below.
Once installed, the additional part or accessory is to be treated as part of the MOMs Product for the purposes of any Support
Services provided by the Contractor in relation to that MOMs Product.
The Contractor is to include information about all additional parts and/or accessories supplied to Agencies in the reports it
provides Finance as per clause 1.1.6.6 - Whole of Government Report Reporting. The report is to identity the Agencies to
whom such parts or accessories are being supplied together with a description of the parts or accessories, dates they were
procured and associated costs. The reports are to identify these transactions as “Accessory Addition”.
Tenderers are required to provide pricing information only on additional parts and/or accessories for the MOMs Products
above (excluding any items already addressed under ‘Optional’ in the Product Category descriptions) at Attachment B7 –
Price Schedule. Technical information and details of Tenderers’ proposals should be contained in Attachment B8 –
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Technical and Other Information.
Where the additional part or accessory has ongoing maintenance and support requirements, these must be priced separately
from the base maintenance and support Charge in Attachment B7 – Price Schedule.
5.1.8.2
Removal of parts
and/or
accessories MOMs Optional
Service
From time to time Agencies may have a business need to have certain parts or accessories removed from a MOMs Product
as described in the Product and Service Catalogue. Such items may include, but are not limited to:
(a)
(b)
(c)
Post script kits;
Unused trays; and
Hard drives.
If requested by an Agency, the Contractor is to supply a MOMs Product which has certain parts or accessories removed as
required by the Agency (and may do so without the approval of Finance). The Contractor is to perform all services necessary
to remove the parts or accessories which are not required.
The Contractor is to advise the Agency of and implement any discounts to Charges for ongoing maintenance and support
services resulting from the removal of parts and/or accessories from the base MOMs Product.
The Contractor is to, in the reports it provides to Finance under clause 1.1.6.6 - Whole of Government Report Reporting,
identity the Agencies which had requirements for parts or accessories to be removed from MOMs Product(s) with a
description of the parts or accessories, dates the requirements were addressed, and associated costs. The reports are to
identify these transactions as “Accessory Removal”.
Any discounts for ongoing services are to also be reported to Finance under clause 1.1.6.6 - Whole of Government Report
Reporting.
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6.
Category 5 – Services
The following requirements set out the specific requirements for particular MOMs Optional Services.
It is intended that the MOMs Optional Services will be separately listed in the Product and Service Catalogue and Agencies will be able to order them as
required, and the applicable Charges for those MOMs Optional Services in the Product and Service Catalogue will apply.
6.1
Category 5 – MOMs Optional Services – Minimum Requirements
SOR REF
6.1.1
6.1.1.1
DELIVERABLE /
ITEM
MINIMUM REQUIREMENT
Centralised Services
Asset Tagging
and Control
The Contractor is to attach Asset tags to its MOMs Product prior to Delivery to the Agency, if requested to do so by the
Agency.
The position and format of the Asset tag will be determined by the Agency, but is to identify the Agency which owns (or
leases) the MOMs Product and the unique Agency Asset number (in both character and bar-code form) assigned to the
MOMs Product by the for the purpose of tracking the device.
The Contractor is to also attach adhesive labels on the MOMs Product which displays the Helpdesk number and serial
number for Fault reporting and Consumables ordering.
If requested by the Agency, the Contractor is to provide an Asset report as part of Delivery which is to include information
such as:
(a)
(b)
(c)
(d)
6.1.1.2
Pre-delivery
Configuration
serial number;
Asset number (where applicable);
date of purchase or commencement date of lease; and
lease end date (where applicable).
The Contractor is to provide pre-delivery configuration of MOMs Products, including:
(a)
(b)
(c)
the Contractor proposed default settings,
a list of available BIOS and pre-loaded OS image (if applicable) and
any other required configuration options for the ordered MOMs Product prior to dispatch.
Agencies will review the configuration information and advise the Contractor how the MOMs Product is to be configured at
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ITEM
MINIMUM REQUIREMENT
the time of placing the Contract Order Form. The Contractor is to configure the MOMs Product as required by Agencies.
Standard Default Settings for Network Printers and Multifunction Devices are to be as identified in clause 1.1.2.6 –
Default Settings.
If required to do so, the Contractor is to assist Agencies in determining the appropriate configuration of each MOMs
Product.
Agencies may also request that MOMs Product information, such as Asset numbers, Network address and Serial Number
are embedded into the MOMs Product to allow the MOMs Product information to be easily available to Agency Personnel.
6.1.1.3
Pre-delivery
Imaging
The Contractor is to provide pre-delivery Software imaging services allowing a Standard Operating Environment (SOE)
image, provided by an Agency, to be installed on the MOMs Product prior to delivery.
The Contractor is required to:
(a)
(b)
(c)
(d)
manage the imaging requirements of the relevant Agency including version control;
apply SOE images to MOMs Products at the volume levels required by the relevant Agencies;
assist Agencies in the development and testing of their respective image, including the provision of pre-production
samples of MOMs Products if required; and
establish, to the satisfaction of Finance, processes in the area of imaging, in particular quality assurance,
configuration management and licensing control processes and security processes.
Agencies will determine the level of assistance that they require with imaging (if any).
6.1.1.4
Testing and
Acceptance Plan
The Contractor is to comply with any acceptance plans developed by Agencies which require the Contractor to verify that
the MOMs Product conforms to specific configurations.
6.1.1.5
Sanitisation
Services
The Contractor is to provide a service that includes:
(a)
(b)
(c)
sanitisation of the device (including the removal of components) in accordance with the PSPF, ISM and any
specific Agency requirements, prior to removal of the MOMs Product from Agency sites (as described in
clause 1.1.1.6 above)
return of removed components to the Agency or their destruction in accordance with the PSPF (and any specific
Agency requirements);
report on the Sanitisation including at least Agency Asset numbers, machine and removed component serial
numbers (if applicable), and sanitisation action taken; and
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(d)
certification that the MOMs Product has been cleansed in accordance with these requirements.
Where work is performed at the Contractor’s premises, the Contractor's premises may be subject to audit, inspection and
approval by Agency Personnel nominated by the relevant Agency Representative or by the relevant Agency
Representative.
Agencies will determine the level of Sanitisation required and whether it can be performed at a secure facility rather than at
Agency sites; and the content and form of any report and certification required.
6.1.1.6
Disposal
The Contractor is to provide Disposal services for an Agency's MOMs Products (whether those MOMs Products were
originally supplied by the Contractor or by any other person) which include:
(a)
(b)
(c)
(d)
(e)
(f)
collection of the designated MOMs Product from the Agency;
transport to Contractor’s site;
any rectification of MOMs Product configurations that may be required prior to return to Agency (if required);
return to Agency (if required);
purchase by Contractor, auction or other sale of the MOMs Product and return of the proceeds to Agencies; and
arranging for the MOMs Product to be donated, Recycled or otherwise disposed of.
The Contractor’s Disposal arrangements are also required to:
(a)
(b)
(c)
(d)
(e)
(f)
embody appropriate environmental practices in accordance with Commonwealth policies and industry best
practice;
provide quality assured Sanitisation of the device (including the removal of components) in accordance with the
PSPF, ISM and any specific Agency requirements, prior to removal of the MOMs Product from Agency sites (as
described in clause 1.1.1.6 above);
provide the Agency with the Agency Asset tag number associated with machine serial number Agency for loading
into the relevant Asset and configuration management databases in electronic form as a CSV file;
provide the Agency with a report on the Disposal including at least Agency asset numbers, machine serial
numbers, Disposal action taken, cost of Disposal and (net) proceeds to be returned to the Agency;
provide the Agency with certification of Disposal;
ensure that the Contractor receives receive written authorisation from the Agency before any MOMs Product(s)
are removed from the Agency site for Disposal.
Where work is performed at the Contractor’s premises the Contractor's premises may be subject to audit, inspection and
approval by Agency Personnel nominated by the Agency Representative. Should any MOMs Product containing Sensitive
Data be held off site at the Contractor’s premises pending any Disposal then the appropriate physical security is to be
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MINIMUM REQUIREMENT
provided by the Contractor.
The Agency will determine:
(a)
(b)
(c)
whether rectification and return to Agency is required;
the content and form of the Disposal report and certification required;
the method of return for any proceeds from the Disposal of Agency owned Product(s) to the Agency;
The Contractor is not to provide Disposal services in relation to any MOMs Product which was leased by the Agency,
without the approval of the Finance Representative
This is because the Agency's leasing arrangements for that MOMs Product will usually have already built in the cost of
returning the MOMs Product to the lessor.
6.1.2
6.1.2.1
Installation Services
Basic Installation
The Contractor is to provide basic installation services for its MOMs Product(s) which include:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
(i)
the provision of detailed and comprehensive installation procedures and schedules for Agency approval;
cooperation with Agency Personnel involved in the installation task including adapting Contractor installation
procedures and schedules to accommodate Agency requirements;
receiving the MOMs Product from Agency Personnel;
un-packing, assembling and placing the MOMs Product in situ;
connecting the MOMs Product to the power outlet and any retained peripherals and powering-up;
checking that the Operating System is active including, but not limited to, checking configuration settings and
testing relevant connections and environmental management features;
setting aside any MOMs Product that fails to power-up;
removing packaging boxes and other materials from the site for reuse or Recycling in an environmentally
appropriate manner in accordance with Commonwealth policies and industry best practice; and
providing a report to the Agency setting out MOMs Product Asset numbers, installation location, and status of the
MOMs Products (e.g. “dead-on-arrival”). Agencies will determine the testing to be carried out and the content and
form of the installation report.
These services are to be provided so as to allow the Contractor to meet the requirements of Service Level - Installation
described in Module 3 of the Head Agreement.
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ITEM
Extended
Installation
MINIMUM REQUIREMENT
The Contractor is to provide Extended Installation services if required by Agency, which includes the basic installation
services in clause 6.1.2.1 plus a complete set-up and installation of all functions as required by the Agency. These
services may include:
(a)
(b)
(c)
(d)
(e)
(f)
connecting the MOMs Product to the Network and testing the connection;
installing additional Software and accessories;
transferring data from the existing equipment to the new MOMs Product;
testing MOMs Product operability within the Agency's ICT environment;
updating Agency Assets registers or configuration management data-bases; and
providing a report to the Agency setting out MOMs Product Asset numbers, installation location (typically desk or
workstation number), network address; and status of the device (e.g. “dead-on-arrival”).
Agencies will determine the testing, configuration, Software loading and data transfer work to be carried out and the
content and form of the installation report.
These services are to be provided so as to allow the Contractor to meet the requirements of Service Level - Installation
described in Module 3 of the Head Agreement.
6.1.2.3
Decommissioning
The Contractor is to provide decommissioning of MOMs Products which includes:
(a)
(b)
(c)
(d)
(e)
6.1.2.4
Installation
Support
shutting down, powering-off and disconnecting the MOMs Product from the power outlet and network;
disassembling and packing the MOMs Product using environmentally appropriate packaging materials to ensure
that the MOMs Product is not damaged in transit;
removal and stacking the MOMs Product in an Agency designated location on-site and handing-over the packaged
MOMs Product to the Agency Representative;
if required, updating Agency Asset registers or configuration management data-bases; and
providing a report to the Agency setting out decommissioned MOMs Product Asset numbers and status of the
device (e.g. “missing Hard Drive”). Agencies will determine the content and form of the de-commissioning report.
Where an Agency will install the MOMs Product, or have an Approved Third Party Provider install the MOMs Product on
the Agency’s behalf, the Contractor is to provide an Installation guide and will be required, at the request of an Agency, to
provide assistance through this process.
This assistance does not include the provision of Contractor Personnel on site for installation services.
6.1.3
Valet Services
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ITEM
MINIMUM REQUIREMENT
Service Specific
Information
The Contractor is to provide Valet Services if requested by the Agency, so that the Contractor will be the first point of
contact for Agency Personnel regarding queries and Fault reports for MOMs Product and MOMs Optional Services.
Valet Services can include:
(a)
(b)
(c)
(d)
ordering of Consumables;
servicing of MOMs Product(s), including the replacement of Consumables including toner;
logging and tracking Defects and other Faults with the MOMs Products; and
providing adequate Contractor Personnel to provide a Valet Service.
The Valet Services which will be provided by the Contractor under a Contract are to be agreed with the Agency and
described in the Contract Order Form.
Contractor Personnel will be required to maintain sufficient uptimes of MOMs Product(s) as to not disrupt efficient and
effective operation of the Agency's Fleet.
The number of Contractor Personnel necessary to provide the Valet Services will be agreed with the Agency. Contractor
Personnel may be required to obtain a Security Clearance consistent with Agency Security Policies.
Tenderers may offer a proposal, including pricing, for Valet Services.
Proposals should include any restrictions, limitations, integration risks, and any assumptions relating to prices. Proposals
should also identify the potential for improvement in Service Levels associated with its implementation.
Tenderers are required to provide pricing information only at Attachment B7 – Price Schedule. Technical information and
details of Tenderers proposals should be contained in Attachment B8 – Technical and Other Information.
Tenderers should include details of the conditions under which the described Valet Services would be provided for no
additional cost to an Agency.
6.1.4
6.1.4.1
Maintenance and support
General
Impression Charge Model
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Support Services which are MOMs Optional Services for Network Printers, Multifunction Devices and Ancillary MOMs
Products are able to be purchased by Agencies in accordance with an Impression Charge Model, if the Product and
Service Catalogue specifies that the Impression Charge Model applies.
For each Network Printer, Multifunction Device and Ancillary MOMs Product for which the Contractor provides Support
Services which are MOMs Optional Services under the Impression Charge Model, those services include:
(a)
(b)
(c)
(d)
Preventative maintenance under clause 6.1.4.2; and
Remedial maintenance under clause 6.1.4.3; and
Fault management under clause 6.1.4.4; and
all Consumables (excluding paper).
The Product and Service Catalogue may provide for different Charges, each calculated using the Impression Charge
Model, for:
(a)
(b)
(c)
the support of the base Network Printer or Multifunction Device (ie, a MOMs Product does not have any additional
parts and/or accessories under Category 4 (Ancillary MOMs Products) (see clause 5.1.8), or any items under
Categories 1( Network Printers) and 2 (Multifunction Devices) which are described in this document as 'optional');
the support of any additional parts and/or accessories under Category 4 (Ancillary MOMs Products) (see clause
5.1.8); and
the support of any items under Categories 1 (Network Printers) and 2 (Multifunction Devices) which are described
in this document as 'optional'.
Each Charge calculated using the Impression Charge Model includes all payments for the provision of the Support
Services, including the cost of parts, materials, accessories, Software upgrades and new releases, freight, labour and all
Consumables (including both black and colour toner cartridges and waste toner bottles but excluding paper).
Where Tenderers propose Charges for Support Services for a base MOMs Product using an Impression Charge Model,
those Charges should not include Charges for:
(a)
(b)
installation and on-going maintenance of additional parts and/or accessories under Category 4 (Ancillary MOMs
Products) (see clause 5.1.8); and
installation and on-going maintenance of items under Categories 1(Network Printers) and 2 (Multifunction Devices)
which are described in this document as 'optional'.
Tenderers may propose additional Charges calculated using an Impression Charge Model for Support Services for MOMs
Products with these things in Attachment B7 - Price Schedule.
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Network Printer and Scanner Maintenance Model
Where the Contractor is to provide Support Services which are MOMs Optional Services under a Network Printer and
Scanner Maintenance Model (Monthly/Annual), it is to provide:
(a)
(b)
(c)
Preventative maintenance under clause 6.1.4.2; and
Remedial maintenance under clause 6.1.4.3; and
Fault management under clause 6.1.4.4,
but the costs of any Consumables (or paper) is not included in the Charges.
The Product and Service Catalogue may provide for different Charges, each calculated using the Network Printer and
Scanner Maintenance Model (Monthly/Annual), for:
(a)
(b)
(c)
the support of the base Network Printer or Scanner (ie, a MOMs Product does not have any additional parts and/or
accessories under Category 4 (Ancillary MOMs Products) (see clause 5.1.8), or any items under Categories 1(
Network Printers) and 3 (Scanner) which are described in this document as 'optional');
the support of any additional parts and/or accessories under Category 4 (Ancillary MOMs Products) (see
clause 5.1.8); and
the support of any items under Categories 1 (Network Printers) and 3 (Scanners) which are described in this
document as 'optional'.
Each Charge calculated using the Network Printer and Scanner Maintenance Model (Monthly/Annual) includes all
payments for the provision of the Support Services, including the cost of parts, materials, accessories, Software upgrades
and new releases, freight, labour but does not include the cost of any Consumables (for clarity, it does not include the
cost of any toner, toner cartridges, waste toner bottles or paper).
Provision of Support Services - General
All Support Services work is to be carried out by qualified personnel and the Contractor is to:
(a)
(b)
(c)
(d)
(e)
undertake due care when maintaining or repairing MOMs Product(s);
cause no undue damage to existing facilities and (if required) repair any damage caused or pay for others to repair
that damage;
carry out all work with minimal disruption to Agencies;
use genuine parts, and
ensure that all Contractor Personnel or third parties carrying out the work on the Agency sites carry and display
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company identification cards.
Prior to the removal of particular components (drums, hard-drives and volatile and non-volatile media), Contractors will
permit Agencies to apply Sanitisation procedures consistent with the ISM, to remove Sensitive Data from the Product and
its parts. Should any component be unable to be Sanitised it will need to be removed and remain the property of the
Agency.
The Disposal of used Consumables, MOMs Product(s) and other Deliverables replaced by the Contractor is to:
(a)
(b)
6.1.4.2
Preventative
Maintenance
embody appropriate environmental practices in accordance with Commonwealth policies and industry best
practice, including the Recycling of MOMs Product(s), Consumables and additional components where
appropriate; and
be considerate of the National Waste Policy and other relevant Commonwealth environmental sustainability
policies, which may change from time to time.
The Contractor is to provide Preventative Maintenance services, which is a program of work designed to minimise the
number of Faults and the overall downtime of the MOMs Product.
This maintenance and support is to include:
(a)
(b)
the ongoing replacement of Consumables which require ongoing replacement (such as drums, fuser kits, waste
toner bottles or periodic maintenance kits); and
Software updates and new releases for installed MOMs Product(s).
On request, the Contractor is to provide the detail of a Preventative Maintenance program to the Agency Representative
and it will form that Agency’s Preventative Maintenance plan.
The Contractor is to perform Preventative Maintenance as outlined in any agreed Preventative Maintenance plan with the
aim of avoiding Remedial Maintenance calls for components or Consumables which are to be replaced regularly, in
accordance with the Service Level – Preventative Maintenance in Module 3 of the Head Agreement.
6.1.4.3
Remedial
Maintenance
The Contractor is to provide Remedial Maintenance services, which is a program of work which initially covers
troubleshooting and Fault support and rectification through the Helpdesk (as defined at clause 1.1.6.8 - Helpdesk).
Where a Fault is escalated, the Contractor is to provide on-site support to rectify the Fault.
The Agency may also designate up to three sites (Priority Sites) which will have a shorter 'Return to Service' time.
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These will be billed at the price of Metropolitan impression Charges.
The Contractor is to comply with the Return to Service times described in the Service Level – Return to Service
described in Module 3 of the Head Agreement (these times vary for Priority Sites, Metropolitan, Regional and Remote
sites).
The Contractor is to under all Remedial Maintenance work either at the site nominated by the relevant Agency or at the
Contractor's premises at the determination of the relevant Agency.
Where work is performed at the Contractor's premises, the cost of MOMs Product transport to and from the relevant
Agency site is to be borne by the Contractor.
Where work is performed at the Contractor’s premises the Contractor's premises may be subject to audit, inspection and
approval by Agency Personnel nominated by the relevant Agency Representative.
6.1.4.4
Fault
Management
The Contractor is required to maintain accurate records of all support and maintenance activities, which may include
details of:
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
(i)
Faults or potential Faults reported or otherwise detected, including the exact time of report or detection;
whether or not a Fault was a Defect;
Support requests, including the exact time of request;
problem diagnosis, Remedial Maintenance and Preventative Maintenance and other action taken, including the
exact time and nature of the action taken;
escalation and other management action in relation to the maintenance and support activity;
the Contractor Personnel involved;
any spare parts replaced, modified or added;
the exact time a Fault or possible Fault was fully resolved and closed; and
Return to Service times.
Where the same MOMs Product has had Remedial Maintenance provided more than three times within a three week
period, the Contractor is to replace the MOMs Product with a new product of equivalent specification or better at no cost to
the Agency.
The Contractor is required to provide Fault reports to Agency in a format specified by the Agency.
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6.1.5.1
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Fleet Management
Service Specific
Information
The Contractor is to provide Fleet Management Services if requested by an Agency, which enable the Agency's MOMs
Product(s) to be monitored and managed by the Agency.
Fleet Management Services can include:
(a)
(b)
(c)
(d)
reviewing the status of toner and paper levels of devices;
reviewing basic Fault information for devices;
load balancing across an Agency's Fleet; and
operational analysis to maximise an Agency's Fleet .
The Fleet Management Services which will be provided by the Contractor under a Contract are to be agreed with the
Agency and described in the Contract Order Form.
Tenderers may offer a proposal, including pricing, for this service. Tenderers should include details of the conditions
under which the described services would be provided for no additional cost to an Agency.
Proposals are required to include descriptions of the goods and services Contractors will provide to the Agency to facilitate
the monitoring of the installed MOMs Product.
Proposals are required to include information on how Fleet Management will be incorporated into Agencies’ ICT Networks,
including any limitations, and information on the restrictions of any Software. Agencies may have a requirement that the
MOMs Product meets open standard management capabilities.
Prices proposed shall pertain only to those goods and services required to enable Fleet Management. Prices shall include
all necessary Software, firmware or components needed to make the option available to Agencies and any assumptions
are to be made clear.
Proposals should also identify the potential for improvement in Service Levels associated with its implementation.
Tenderers are required to provide pricing information only at Attachment B7 – Price Schedule. Technical information and
details of Tenderers’ proposals should be contained in Attachment B8 – Technical and Other Information.
6.1.6
Remote monitoring / management
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MINIMUM REQUIREMENT
The Contractor is to provide Remote Monitoring services which enable Agencies’ MOMs Product(s) to be remotely
monitored by the Contractor.
Tenderers may offer a proposal, including pricing, for this service. Tenderers should include details of the conditions
under which the described services would be provided for no additional cost to an Agency.
Proposals are required to include descriptions of the goods and services Contractors will provide to monitor Agency MOMs
Product(s) remotely for the purposes of collecting only Impression information.
Proposals are required to include information on how Remote Monitoring will be incorporate into Agencies’ ICT Networks,
including any limitations, and information on the restrictions of any Software.
Prices proposed shall pertain only to those goods and services required to enable Remote Monitoring. Prices shall include
all necessary Software, firmware or components needed to make the option available to Agencies and any assumptions
are to be made clear.
Proposals should also identify the potential for improvement in Service Levels associated with its implementation.
Tenderers are required to provide pricing information only at Attachment B7 – Price Schedule. Technical information and
details of Tenderers’ proposals should be contained in Attachment B8 – Technical and Other Information.
6.1.6.2
Remote
Management
The Contractor is to provide Remote Management services which enable Agencies’ MOMs Product(s) to be remotely
managed by the Contractor.
Tenderers may offer a proposal, including pricing, for this service. Tenderers should include details of the conditions
under which the described services would be provided for no additional cost to an Agency.
Proposals are required to include descriptions of the goods and services Contractors will provide to manage Agency
MOMs Product(s) remotely, including the management of the call-outs associated with Preventative Maintenance,
Remedial Maintenance, and Consumables management in the absence of Agency intervention.
Proposals are required to include information on how Remote Management will be incorporate into Agencies’ ICT
Networks, including any limitations, and information on the restrictions of any Software.
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Prices proposed shall pertain only to those goods and services required to enable Remote Management. Prices shall
include all necessary Software, firmware or components needed to make the option available to Agencies and any
assumptions are to be made clear.
Proposals should also identify the potential for improvement in Service Levels associated with its implementation.
Tenderers are required to provide pricing information only at Attachment B7 – Price Schedule. Technical information and
details of Tenderers’ proposals should be contained in Attachment B8 – Technical and Other Information.
6.1.7
6.1.7.1
Moves, and Adds and Changes
Moves
The Contractor is required to perform Moves for supplied MOMs Product(s) within an Agency site and between Agency
sites, if requested by the Agency.
A Move requires that the following services be performed by the Contractor, where necessary: uninstall, supply packaging,
pack, arrange shipping, receive on delivery, unpack, remove/dispose packaging, install and test. This packaging is to be
consistent with clause 8 of Attachment 2 to Module 3 of the Head Agreement or as negotiated with the Agency.
Agencies may need to provide written authorisation to the Contractor before any MOMs Product(s) can be moved.
Charges for Moves will be categorised as:
(a)
(b)
A Simple Move: includes moves within an Agency site (building) and the swap of MOMs Product(s) between two
(2) locations within an Agency site. Simple Moves will attract a single Move Charge.
A Complex Move: includes moving item A to the location of item B and item B to a new location within an Agency’s
site, and moving MOMs Product(s) to a site external to the original Agency site. A Complex Move will attract two
Move Charges.
Moves are to be priced at Attachment B7 – Price Schedule as Metropolitan, Regional and Remote and should include
the cost of parts, labour and equipment required to perform the Move.
The costs of freight for external relocations as part of a Move will be borne by the Agency. The Contractor is to arrange the
method of shipping in all other Moves. Any other costs associated with the Move are to be borne by the Contractor.
The Contractor is to comply with the request of an Agency regarding the Sanitisation of MOMs Product(s) prior to moving
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the MOMs Product(s). If required by an Agency, the Contractor is to comply with any requirement to transport MOMs
Product(s) via approved couriers dependant on the security classification, and the status of the Sensitive Data contained in
the MOMs Product, that is the subject of the Move.
6.1.7.2
Adds and
Changes
If required by an Agency, the Contractor is required to perform Adds and Changes to MOMs Product(s) involving specific
Adds and Changes, such as the installation or removal of additional components and/or new Software. Adds and Changes
which require a Contractor Personnel to attend at the Agency's site will fall under this service. Where Agencies install new
components of Software without the need for Contractor Personnel onsite, there will be no additional Charge.
Adds and Changes do not relate to Software updates or installation of new releases which are included in any
Preventative Maintenance plan or program.
Tenderers are required to price these events on a per MOMs Product basis at Attachment B7 – Price Schedule and may
charge separately for this service at Metropolitan, Regional and Remote sites.
6.1.8
6.1.8.1
Consulting and analysis services
Service Specific
Information
At the Agency’s request, the Contractor is to conduct site audits (survey, census, assessment of facilities, documentation
of recommended procurement / optimisation methodologies and technology solution designs) to provide an Agency with
the information needed to implement an efficient MOMs solution for their current environment and should have regard to
current equipment, Agency needs, environmental impact and should identify potential efficiencies and behavioural
changes.
Such MOMs Optional Services are to include a recommendation for implementation of requirements that are Vendor
Agnostic and could be provided by other MOMs Panellists.
Tenderers may offer a proposal, including pricing, to provide this service. Tenderers are asked to provide information on
how they would provide this service and should also include information on the restrictions of integrating this request within
an Agency, and include any assumptions in the pricing.
Tenderers should include details of the conditions under which the described services would be provided for no additional
cost to an Agency.
Tenderers are required to provide pricing information only at Attachment B7 – Price Schedule. Technical information and
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details of Tenderers’ proposals should be contained in Attachment B8 – Technical and Other Information.
,
6.1.9
Project Management
6.1.9.1
Service Specific
Information
The Contractor is to provide project management services if required by the Agency.
management services is to include a project plan agreed by the Agency.
A Contract for any project
Finance expects that these would only be required by Agencies for major implementations.
Tenderers are required to provide pricing information at Attachment B7 – Price Schedule.
6.1.10 Cure Plan
6.1.10.1
Service Specific
Information
Where there is a serious Fault that potentially affects multiple MOMs Products provided and/or supported by the
Contractor, if directed by the Agency the Contractor is to provide a detailed written plan (Cure Plan) to remedy the
particular incident and other potential Faults. The Cure Plan is to be provided as soon as practical after the serious Fault
has been identified to ensure continuity of service to the Agency. Agencies may either notify the Contractor to implement
the Cure Plan or notify the Contractor to rectify and resubmit the Cure Plan within two workings days. Upon receiving the
Agency’s approval the Contractor is to implement the Cure Plan by the next Business Day or earlier, keeping the Agency
Representative informed of progress.
Tenderers are required to provide pricing information at Attachment B7 – Price Schedule.
6.1.11 International Support
6.1.11.1
Service Specific
Information
Agencies may require maintenance and support for MOMs Product(s) which are to be shipped/deployed into international
Agency sites such as embassies and international offices.
If the maintenance and support is to be provided in an area where the Contractor offers maintenance and support
services:
(a)
the Contractor is to provide toner, in a manner that meets the requirements of this document;
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(b)
the Contractor is to provide Support Services as described in this document, including to the same Service Levels
as described in the Service Levels (particularly Service Level – Preventative Maintenance, Service Level –
Return to Service and Service Level - Consumables Delivery as described in Module 3 of the Head
Agreement),
unless otherwise agreed by the Agency.
Tenderers may offer a proposal, including pricing, to perform support for MOMs Product(s) which may be
shipped/deployed into international Agency sites such as embassies and international offices. Proposals should include
how the Tenderers are proposing to establish internationally recognised support services and should detail how these will
be priced.
Tenderers are required to provide pricing information only at Attachment B7 – Price Schedule. Technical information and
details of Tenderers’ proposals should be contained in Attachment B8 – Technical and Other Information.
6.1.12 Training
6.1.12.1
Service Specific
Information
If requested by an Agency, the Contractor is to provide initial training to Agency Personnel which may include but not be
limited to:
(a)
(b)
training on the use of the MOMs Product (including ordering and replacement of Consumables);
how to access future Support Services offered by the Contractor as needed, including those available via the:
(i)
hard copy user manual and shortcut reference sheets which shall also be accessible on-line in PDF
format from the Contractor’s website;
(ii)
on-line help menus which may be incorporated as part of the functionality of each MOMs Product; and
(iii)
telephone support via the Helpdesk.
The Contractor is also required to provide input into any Whole of Government user guide, on good practice operations
and change management in order to educate Agencies, where requested by the Finance Representative.
Tenderers are required to provide pricing information at Attachment B7 – Price Schedule.
6.1.13 Leasing (including short-term rentals)
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Description
MINIMUM REQUIREMENT
Any MOMs Product in the Product and Service Catalogue is able to be supplied by the Contractor to the Agency under a
leasing arrangement.
This includes where Agencies require MOMs Products to be provided on a short-term rental basis (that is, for a lease term
of less than 3 years) in order to cope with surge in capacity for office ramp ups, emergencies and the like. However, only
MOMs Products that are listed in the Product and Service Catalogue can be the subject of a short-term rental (i.e. the
Contractor is not required to offer Non-Standard Agency MOMs Products on a short-term rental basis). If agreed by the
Agency and the Finance Representative, Contractors may propose used or reconditioned MOMs Products for short-term
rentals provided they meet the Minimum Specifications for that MOMs Product in accordance with clause 1 – Common
Requirements for all MOMs Products and MOMs Services, and clause 2 - Product Category 1 – Network Printers, clause 3
– Product Category 2 – Multifunction Devices, clause 4 – Product Category 4 – Scanners, and/or clause 5 – Product
Category 5 – Ancillary MOMs Products as relevant to the Agency’s requirements.
Where the Agency requires MOMs Products to be supplied under a leasing arrangement it may seek quotations from one
or more Contractors against its specific requirements and undertake a value for money assessment against the
Contractors’ responses.
The Contractor is to be willing and able to consider requests from Agencies for leasing arrangements of its MOMs
Products and provide quotations as requested by Agencies.
If the Agency accepts a quotation, it will include the quoted leasing Charges in a Contract Order Form. The Contractor will
provide the MOMs Product (including the MOMs Included Services) and any required MOMs Optional Services to the
Agency under the Contract which includes the lease arrangement terms set out in Schedule 4 of Module 3 of the Head
Agreement.
All MOMs Products provided by the Contractor are to comply with the Minimum Requirements for that Category of MOMs
Product. All MOMs Optional Services provided by the Contractor are to comply with the Minimum Requirements set out in
this document for the relevant MOMs Optional Service.
Tenderers should provide details of the conditions on which they would make the MOMs Product(s) available to Agencies
on an operational leased basis if required by an Agency. Tenderers should advise Finance of their willingness to agree to
the leasing terms in Module 3 of the Head Agreement and any qualifications or limitations that Tenderers wish to
propose in order to agree to the leasing terms in Module 3 of the Head Agreement.
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In their response to Attachment B7 – Price Schedule, Tenderers should detail:
(a)
(b)
(c)
the manner in which the hiring charges are to be calculated – this should include details and methodologies of any
underlying interest rate; the applicable margin, and how hiring charges will be affected for any renewal period;
the manner in which termination payments and termination costs are calculated – this should include details (and
where possible, worked examples, assuming the initial capital costs in (a) for the MOMs Product) of different
termination payment and termination cost methodologies depending on the cause of termination and the time
when they become due and payable, as well as any applicable break costs; and
details of any applicable stamp duty or GST.
In their response to Attachment B8 - Technical and Other Information, Tenderers should detail how, when and for how
long their tendered rates and margins are held firm; the procedures applying from when a MOMs Product is identified and
ordered until the commencement of the operating lease; the consequences if there are delays in delivery; and the
procedures for inspection and acceptance.
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