Print and Imaging Devices and Services

Order forms signed on or before 29 February 2024 under contract 2390 will be honoured until they expire.

What's covered

Lot 1: Hardware, essential services  and extended warranty

The scope of lot 1 covers devices available for direct purchase or lease, and the related services which are necessary to take delivery of and use the products. Hardware includes multi-function devices, printers, scanners and consumables. Essential services include logistics, basic warranty and essential software. Extended warranty refers to additional warranty options suppliers may like to offer.

Lot 2: Additional services

The scope of Lot 2 covers additional services provided by the supplier to deploy, support and manage the customer’s device fleet, and enhance the print and imaging capabilities. These include:

• extended support services
• implementation services
• end-of-lifecycle services
• print management solution
• cost recovery solution
• endpoint management solution
• sustainability and green initiatives
• security assessments.

Lot 3: Managed print service (MPS)

The scope of lot 3 covers the provision of goods and services as a bundle where the supplier takes the primary responsibility for the customer’s print infrastructure and the management of the print and imaging services. This includes a range of commercial and ownership options and is designed to be a flexible service offering which is tailored according to a customer’s needs. All commercially sensitive information such as contracts, price books and technical specifications will be made available in the ICT Digital Sourcing Portal. Request access to the ICT/Digital Sourcing Portal by submitting an access request form.

What's not covered

The following items are out of the scope of the Panel:

• hand-held printers
• removable storage devices (including USB and external drives)
• accessories (other than those provided as part of a sub-category device bundle)
• printing cells – designated utility rooms used for high-volume and high-speed printing requirements (for example, manuals)
• specialised printers not defined within the scope of the MICTA
• second-hand devices will not be accepted unless agreed prior with the customer and priced in accordance and consistent with the pricing under the Panel
• the supply of paper for printing and imaging devices.

What you need to know

Commercial options are set out the ways in which goods and services are priced and offered to customers. Different commercial options have a range of ownership and funding implications for customers.

Direct Purchase

Direct Purchase refers to the most common method of purchasing goods and associated services under the previous Print and Imaging panel.

In the context of hardware, direct purchase involves one off payment, typically funded from a customer’s capital expenditure budget (Capex).

Lease

Lease refers to a financial agreement whereby the lessor buys an asset and grants the right to use that asset to a lessee in return for periodic lease rental payments.

The asset remains under the ownership of the lessor during the term of the lease. At the end of the lease rental period the asset is typically returned to the lessor although it may be possible for the lessee to purchase the asset either throughout the lease or at the end of the term depending on the lease terms.

As-a-Service (aaS)/Subscription

As-a-Service refers to the provision and potential management of goods and/or services with specified functionality and capacity for a given term with payment usually on a periodic basis. Services provided are recurrent in nature and are provided to the customer over a service term (which may be the term of the agreement). The service term must be offered with service-level commitments that are tracked and managed in accordance with an agreed regime.

In the context of the Panel, the aaS model may be relevant to the provision of any recurrent:

• Lot 1 items that are provided on a recurring basis (for example, consumables as a service)
• Lot 2 service including extended support, a number of value-add services and solutions including print-related Software-as-a-Service (SaaS) offerings
• Lot 3 service such as MPS, that is priced on a recurrent basis including where a consumption-based (for example, per-page printed) pricing model is used.

Services within the scope of this panel could be offered using a combination of commercial models, or different alternative models. MPS may be offered on a fixed-variable basis which could be a combination of direct purchase for hardware and aaS for consumables and services.

Maximum price contract

Buyers can negotiate pricing.

We recommend getting quotes from different suppliers on contract 9827.

Buyers may find they can negotiate better prices via an RFQ process, especially if they are purchasing in volume.

Buyers should undertake whole-of-life costing, considering not just the purchase price but, if relevant, the click rate. Buyers should take account of the likely volume of print that will be generated through the devices, and calculate the ongoing cost based on the click rates.

Insurance

Insurance levels generally are a:

• public liability insurance $20 million
• product liability insurance $20 million
• professional indemnity insurance $20 million.

Buyers can request cyber-security insurance under the ICTA, if required.

Who to contact

For more information or advice, you can contact the head contract owner, the Department of Customer Service at PIDPanel@customerservice.nsw.gov.au

Approved suppliers

¹ Enigma Indigenous peoples Pty Ltd are not enrolled to provide:

• implementation services
• print management solutions
• cost recovery solutions
• sustainability and green initiatives
• security assessments.

² Epson Australia Pty Ltd are not enrolled to provide security assessments.

³ Kyocera Document Solutions Australia Pty Ltd are not enrolled to provide a print management solution.

⁴ Ricoh Australia Pty Ltd are not enrolled to provide:

• end of lifecycle services
• sustainability and green initiatives
• security assessments.

New suppliers

Lot 1, Lot 2 and Lot 3 panels will remain closed to new suppliers. However, we may open the panel to accept new suppliers from time-to-time. When that happens, we'll release a request for proposal through the NSW Government tendering platform.

New suppliers can sign up on Supplier Hub to be notified of new business opportunities matching their profile.

Suppliers of ICT other than print and imaging devices and services should apply for the ICT Services Scheme.

Who's eligible to buy

This contract is a mandatory, whole-of-government agreement.

All NSW Government agencies are eligible to use, and must use, this mandatory contract when buying print and imaging devices and services.

You don’t have to be a NSW Government agency to buy under NSW Government contracts, panels and contracts but you have to apply to become an eligible non-agency buyer.

How to compare prices and quotes

Price books for hardware and essential services (Lot 1) additional services (Lot 2) and managed print services (Lots 3) are available from each supplier via the ICT/Digital Sourcing (ICTDS) portal. Request access to the ICTDS portal.

Ensure you compare the same model and specification when comparing prices. You should also consider warranty, delivery and operating systems. If the comparison is valid, the supplier may choose to price match.

If you find better pricing, we ask you to send the details to the contract manager at PIDPanel@customerservice.nsw.gov.au

Conditions

Suppliers cannot add conditions when quoting. Only conditions accepted and agreed in the ICTA are applicable.

Invoicing

Terms of trade are 30 days from receipt of a correctly rendered invoice.

How to form a customer contract

The Print and Imaging Devices and Services panel contract was established under the NSW Government ICTA/MICTA contracting framework.

To join the panel, suppliers have executed a Master ICT Agreement (MICTA) with the Department of Customer Services, the contract authority.

To buy from a supplier for the first time, the buyer and the supplier execute an ICT Agreement (ICTA). Buyers can access the ICTA for the supplier they want to buy from via the ICT/Digital Sourcing (ICTDS) portal. Request access to the ICTDS portal.

Once the ICTA is in place, the buyer can order goods and services by issuing purchase orders under the ICTA.