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Contract Terms and Instructions
985-B2-RENTAL - FACSIMILE TRANSCEIVERS (FAX MACHINES)
Start Date: 04/2010
End Date: 08/2013
Special note: Any lease or order issued before the expiration of this contract,
for which the performance term runs beyond the stated term of this contract,
shall remain valid for the entire term of the lease or order, and the terms
and conditions of this contract continue to apply to such a lease even after
the expiration of this contract.
Section 1 - Special Instructions and Conditions
1.1 DESCRIPTION OF CONTRACT: CONTRACT NO. 985-B2
RENTAL - Facsimile Transceivers (Fax Machines)
1.2 PURCHASE ORDERS: Only contract purchase orders issued through the TxSmartBuy on-line
ordering system are eligible for contract pricing.
The Contractor agrees not to ship any materials until issuance of a Purchase Order by the
authorized ordering entity (State Agency, Higher Education, or Cooperative members).
1.3 TERM OF CONTRACT: April 5, 2010 through August 31, 2011
Renewal Term: September 1, 2011 - August 31, 2012
Renewal Term: September 1, 2012 - August 31, 2013
RENEWAL OPTIONS:
September 1, 2013 - August 31, 2014
September 1, 2014 - August 31, 2015
1.4 SPOT PURCHASE OPTION: NONE
1.5 DELIVERY AFTER RECEIPT OF ORDER:
OCE IMAGISTICS - 10 Days
USA DATAFAX - 5 Days
1.6 SHIPPING INFORMATION: FOB destination. Additional charges for inside delivery; installation
and training.
1.7 CATAGORIES 1 through 5
CAT 1 CAT 2 CAT 3 CAT 4 CAT 5
1. Cut Bond Paper Yes Yes Yes Yes Yes
2. Maximum Modem Speed 33.6 33.6 33.6 33.6 33.6
3. Auto Doc Feeder 30 pgs 50 pgs 50 pgs 60 pgs 70 pgs
4. Grey Scale Tones 64 64 256 256 256
5. Paper Capacity 250 sht 500 sht 500 sht 500 sht 1000 sht
6. One-Touch/Speed Dial Numbers 75 75 100 200 200
7. Mem Cap ITU#1 (1) Meg 70 pgs 120 pgs 240 pgs 480 pgs 720 pgs
8. Dual Paper Sources Ltr/leg No Yes Yes Yes Yes
9. Toner Based Yes Yes Yes Yes Yes
10. Multi/Dual Access Yes Yes Yes Yes Yes
11. Minimum Original Size 8.5" 8.5" 8.5" 8.5" 11"
12. Dual Lines No No No No Yes
13. Print Speed (ppm) 6 10 12 12 16
14. JBIG Compression Method No No No Yes Yes
15. Handset Yes No No No No
16. Laser/LED Yes Yes Yes Yes Yes
17. Battery Backu 30 min. 1 hr. 12 hr. 24 hr. 48 hr.
1.7 CANCELLATION AND REMOVAL:
The customer is required to send a 30 day cancellation notice to the
contractor. The contractor is required to prepare and remove the
cancelled units by or before the projected 30 day cancellation date.
The cancellation notice may be processed via a letter with signature to
the contractor and must include the TxSmartBuy purchase order number,
the serial number(s) and the projected 30 day cancellation date.
Cancellation requests prior to the completion of the full term indicated
on the customer's purchase order requires a change notice processed
through TxSmartBuy reducing the number of months based upon the projected
30 day cancellation date.
1.8 CONSUMABLE SUPPLIES:
The fax supplies that support the Facsimile Transceivers on this contract
should be purchased from the CPA Term Contract 600-A2- Facsimile Transceivers
(Fax Machines) - Purchase Units.
The Facsimile Transceivers on this contract come with an initial starter
kit for 2500 prints; including toner and drum.
1.9 TECHNICAL SUPPORT REPRESENTATIVES:
SERVICE AND MAINTENANCE: Contractors have a service organization capability which includes but is not
limited to the following:
a. Telephone assistance and troubleshooting shall be available on an eight (8) hour business day basis;
five (5) days a week.
b. Contractor shall provide the telephone number of the diagnostic center. Such diagnostic center shall
be staffed with skilled technicians using "state of the art" equipment to isolate problems and minimize
downtown of the equipment.
Service Call Phone Numbers:
OCE Imagistics - 800-243-5556
USA Datafax - 800-848-1164
c. Contractors shall provide both remedial and preventive service for all units which is included in the
monthly rental pricing.
Such service is to include the following:
d. Contractor will provide preventive service based upon the manufacturers recommended schedule and the
manufacturers specific preventive service requirements for the individual unit including lubrication,
necessary equipment adjustments and replacement of all unserviceable parts.
e. Service response for on-site service repair calls shall not exceed four (4) hours in urban areas and
eight (8) hours in rural or remote areas.
f. Service is to be performed during normal working hours, 8:00 A.M. to 5:00 P.M., Monday through Friday.
g. Fully trained and qualified technicians shall perform all service and shall be on site prepared to
accomplish repairs within the required response time.
h. All parts that cannot be installed by the customer, must be included in the contractors' warranty
maintenance coverage.
i. The instructions for installation of those parts that can be installed by the customer must be
included in the Operator Instruction Manual which is included with each unit.
1.10 SUBSTITUTIONS: During the Contract term, the Contractor shall not substitute a product or brand
unless the Contractor has obtained prior written approval from the CPA Contract Manager in
coordination with the Customer. The Contractor must have written confirmation from the CPA
Contract Manager of the substitution before making delivery.
1.11 CPA CONTRACT MANAGEMENT: Questions regarding contract management issues, price changes,
amendments or other post-award concerns should be directed to:
TPASS Contract Management Office (TCMO)
Texas Comptroller of Public Accounts (CPA)
Fax: (512) 936-0040
E-mail: tpass_cmo@cpa.state.tx.us
1.12 TPASS CONTACT: Questions concerning technical specifications should be directed to:
Melissa McIlroy, CTPM, CTCM
Texas Procurement and Support Services
Phone: (512) 463-3174
E-mail: melissa.mcilroy@cpa.state.tx.us
1.13 ADDING NEW PRODUCTS TO THE CONTRACT: Following the contract award, additional products of
the same general category that could have been encompassed in the award of this contract, and
that are not already on the contract, may be added. Customers are encouraged to request
additional items by contacting the TPASS contract manager.
1.14 CONTRACTOR PERFORMANCE:
The Comptroller of Public Accounts (CPA) administers a vendor performance program
for use by all ordering entities per Texas Government Code, Title 10, Subtitle D, Section
2155.077. The Vendor Performance and Debarment Program relies on the ordering
entity's participation in gathering information on vendor performance. Ordering Entities
shall report vendor performance on purchases over $25,000 from contracts administered
by the commission or any other purchase over $25,000 made through delegated authority
granted by CPA (TAC 20.108). Agencies are additionally encouraged to report vendor
performance on purchases under $25,000.
Vendor Performance shall be reported through the CPA VENDOR PERFORMANCE TRACKING SYSTEM.
The purpose of the Vendor Performance Tracking System is to:
-Identify vendors that have exceptional performance.
-Aid purchasers in making a best value determination based on vendor past performance.
-Protect the state from vendors with unethical business practices.
-Provide performance scores in four measurable categories for the CMBL vendors.
-Track vendor performance for delegated and exempt purchases