Scan Copy Print Save The essential guide to choosing, using and buying photocopiers and Multi-Function Printers for the Public Sector. working in partnership
By using the new framework, the school is saving 90% on the Xerox MFP agreement, plus over 80% on the service contract. Benthal Primary School, Stoke Newington, London
Scan, Copy, Print, Save The essential guide to choosing, using and buying photocopiers and Multi-Function Printers for the Public Sector. Contents Scan the market 4 Copy best practice 6 Print without compromise 8 Black & white devices 10 Colour capable devices 12 Save money, time and buy on-line 14 Review your options 16 Compare your current agreement 18 3
We wanted to change our photocopier to a different supplier and the RM1599 framework offers unbeatable price options. Victoria Infant & Nursery School 4
Scan, Copy, Print, Save The essential guide to choosing, using and buying photocopiers and Multi-Function Printers for the Public Sector. Scan the market You re looking for a copier-printerscanner. Or should that be a Multi- Function Device? Or a photocopier and Multi-Function Printer? Or simply an MFP? Whatever it s called, you want a black & white device for everyday documents, or a colour device to add more impact and clarity to reports, presentations and other communications. That s it. That s what you re looking for and this guide is here to take away every other issue because the market for MFPs in the public sector has changed. To ensure the best possible value, the Government Procurement Service*, YPO and ESPO have created a new framework for the supply, delivery and servicing of MFPs for schools and universities, Central and Local Government, NHS bodies and other government-funded organisations. Providing complete transparency in relation to pricing, standardised terms and pre-defined service levels, it offers huge savings on lease costs and per-page rates, fixed prices, and a choice of mono or colour output. Compare those advantages with your current arrangement and you ll understand why the framework is so welcome. Called RM1599, the framework was issued as a tender to the open market and many potential suppliers responded. Xerox UK was awarded sole supplier status for a range of devices in Lot 1, and approved supplier status for additional devices and services in Lots 2 and 3. This is your opportunity to discover a smarter way to scan, copy, print and save. To make life even easier for you, you can visit our portal where you can get comprehensive information and guidance on the choices available to you. See page 15 for more details. 5
No salesman visit. No pressure. Very competitive rates. Council approved company. Headmaster, Llannerchymedd Primary School 6
Scan, Copy, Print, Save The essential guide to choosing, using and buying photocopiers and Multi-Function Printers for the Public Sector. Copy best practice What photocopiers and Multi- Function Printers do is pretty straightforward. Inside, they re technologically advanced but they re expected to print, copy or scan at the touch of a button. Choosing, procuring and leasing them is a different story With literally hundreds of makes and models to choose from, selecting the right device is a challenge in itself. This has to be followed by a procurement process that is open and compliant. Then there s the lease agreement, often in small print, many times covering scores of pages, sometimes bewildering in its complexity. The result is that you either spend hours and hours wading through the choices, checking the procurement process, and examining the lease agreement, or you renew your current agreement, trusting your supplier will give you the best value. Everything just got a lot simpler The new RM1599 framework changes everything. Quite simply, the Government Procurement Service has done the work for you for devices covered under Lot 1. A fully compliant procurement process has been created Fixed prices offering significant savings have been agreed A range of 5 black & white and 5 colour MFPs has been selected An industry leading, nationwide Service Level Agreement that guarantees a minimum uptime of 97% has been negotiated. Instead of you doing all of the hard work, your only task is to choose one of ten MFPs that meets your requirements and then make a direct award, quoting the framework reference number (RM1599) on your purchase order to access the arrangement. That s it. Best practice just got very easy to copy. Visit our portal at www.xerox.co.uk/rm1599 to find out how easy it is to choose your next MFP. See page 15 for details. 7
The Xerox WorkCentre is faster and far superior to the machine it replaced Victoria Infant & Nursery School 8
Scan, Copy, Print, Save The essential guide to choosing, using and buying photocopiers and Multi-Function Printers for the Public Sector. Print without compromise Even with the leasing of Multi- Function Printers being easier and more transparent, one of your major concerns will still be the reliability and quality of the device itself. That s where Xerox comes in, with a deserved reputation worldwide for providing the technology and services that businesses and organisations need to manage documents and data more efficiently and more effectively. Renowned for their quality, performance, reliability and ease of use, Xerox MFPs combine the key functions of copying, printing and scanning. So you can consolidate the work of multiple printers and copiers into a single device and gain: Simplicity with a single contract and a fixed cost per page Savings with extremely competitive lease and service charges Sustainability with a choice of Energy Star certified devices. The Lot 1 range overleaf includes best-value standardised configurations to meet most needs, from simple black & white office copying, through to high-quality colour printing for external communications. That s not the end of the story If none of the Lot 1 range meets your precise requirements, there will still be a device that offers simplicity, savings and sustainability. Xerox has one of the broadest selections of printing technology and services in the industry, from desktop printers to digital presses, all of which can be accessed through Lots 2 and 3, where Xerox has approved supplier status. Talk to us and our team of experienced product, services and technical specialists can recommend a solution that meets your organisation s needs. Call us now: 0870 871 0100 9
RM1599 Lot 1 New photocopiers and Multi-Function devices quick reference guide black & white Xerox model name Product image Full product description A4 B&W prints ppm WorkCentre 5325 Floor standing, compact black & white copier/printer with two main front loading adjustable paper trays. An automatic document feeder and clear user interface makes this very ease to use. More advanced features include network scanning, scan to e-mail and scan to USB memory stick. Does not include automatic stapling unit. 25 WorkCentre 5330 Low volume floor standing, compact black & white copier/printer with four main front loading adjustable paper trays. An automatic document feeder and clear user interface makes this very ease to use. More advanced features include network scanning, scan to e-mail and scan to USB memory stick. Does not include automatic stapling unit. 30 WorkCentre 5845 Mid volume floor standing black & white copier/printer, offering high quality output and features like network scanning, scan to e-mail and convenient scan to USB memory stick. 4 front loading paper trays with a capacity of 4,600 sheets. Does not include automatic stapling unit. 45 WorkCentre 5855 Fast mid to higher volume floor standing black & white copier/printer, offering high quality output with a 2,250 sheet automatic stapling and collation unit, as well as, standard features like network scanning, scan to e-mail and convenient scan to USB memory stick. 55 WorkCentre 5865 Fast higher volume floor standing black & white copier/ printer, offering high quality output with a 2,250 sheet automatic stapling and collation unit, as well as, standard features like network scanning, scan to e-mail and convenient scan to USB memory stick. 65 10
A4 colour prints ppm Monthly print vol (recom d) Service charges Network scanning Office finisher (stapling & collation) Total paper capacity Product dimensions n/a 5-10k B/W - 0.199p 1,090 W 597mm D 637mm H 1115mm n/a 5-12k B/W - 0.199p 3,090 W 597mm D 637mm H 1115mm n/a 10-15k B/W - 0.199p 4,600 W 990mm D 650mm H 1104mm n/a 15-100k B/W - 0.199p 4,600 W 1209mm D 650mm H 1104mm n/a 20-110k B/W - 0.199p 4,600 W 1209mm D 650mm H 1104mm Service charges: The service charges include all parts and consumables, engineer call outs, telephone and 24/7 on-line support. 11
RM1599 Lot 1 New photocopiers and Multi-Function devices quick reference guide colour capable Xerox model name Product image Full product description A4 B&W prints ppm (upto) WorkCentre 7120 Floor standing colour copier/printer with two main front loading trays, holding over a ream of paper each. The 7120 includes the following features. Scanning to e-mail, scanning direct to USB memory stick, scan to network folder, an automatic document feeder and a 100 sheet tray for heavier stock. 20 WorkCentre 7830 Mid volume floor standing colour copier/printer, offering high quality output and features like network scanning, scan to e-mail and scan to USB memory stick, 4 front loading adjustable paper trays and an automatic document feeder. No automatic stapling. 30 WorkCentre 7845 Mid volume floor standing colour copier/printer, offering high quality output and features like network scanning, scan to e-mail and scan to USB memory stick, 4 front loading high capacity paper trays and an automatic document feeder. No automatic stapling. 45 WorkCentre 7855 Mid to high volume floor standing colour copier/printer, offering high quality output and features like network scanning, scan to e-mail and scan to USB memory stick, 4 front loading high capacity paper trays and an automatic document feeder. Includes a 2,000 sheet automatic collation and multi-position stapling unit. 55 ColorQube 9303 High volume colour copier/printer using environmentally friendly solid ink technology, offering high quality output with automatic stapling and collation as well as standard features like network scanning and scan to e-mail. Includes 3 front loading trays and bypass tray. 70 12
A4 colour prints ppm (upto) Monthly print vol (recom d) Service charges Network scanning Office finisher (stapling & collation) Total paper capacity Product dimensions 20 4-8k B/W 0.199p Colour 1.99p 1,090 W 585mm D 640mm H 1132mm 30 8-12k B/W 0.199p Colour 1.99p 2,180 W 1064mm D 699mm H 1149mm 45 12-18k B/W 0.199p Colour 1.99p 3,140 W 1064mm D 699mm H 1149mm 50 15-22k B/W 0.199p Colour 1.99p 3,140 W 1666mm D 699mm H 1149mm 70 75k B/W 0.199p Colour 1.99p 3,300 W 1651mm D 722mm H 1156mm Service charges: The service charges include all parts and consumables, engineer call outs, telephone and 24/7 on-line support. 13
We re saving 939 a year, that s 54%. Lynda Begley, Administrator, Victoria Infant & Nursery School 14
Scan, Copy, Print, Save The essential guide to choosing, using and buying photocopiers and Multi-Function Printers for the Public Sector. Save money, time and buy on-line If you re in the process of procuring a device, you ll be under pressure to reduce costs and increase efficiencies. In cost terms, the agreement offers significant financial advantages: Savings of up to 46% on the lease cost** Savings of up to 49% on click rates** Leasing costs from just 5 per week Zero price increases throughout the contract. In efficiency terms, the agreement provides further benefits: A pre-defined list of the very latest MFPs chosen by experts familiar with public sector needs The ability to make a fully compliant direct award simply by quoting the framework reference number (RM1599) on your purchase order. Service Level Agreements supported with penalty payments Support from procurement groups with full contract management reducing the time-consuming procurement process. Buy on-line securely The process is now even simpler. A web portal covering the Xerox products and services available under the RM1599 Lot 1 framework gives you a single point of access for comprehensive information on products and procurement. You ll find a list of pre-defined, preapproved MFPs, product comparison facilities making it easy to find the one that suits you, and a cost calculator to help you work out how much you can save over your current contract. With easy to use e-commerce facilities, you ll find it s a secure, safe way to buy your next photocopier. Just login to www.xerox.co.uk/rm1599 15
16 If an offer on an MFP not covered by RM1599 sounds too good to be true, it probably is too good to be true. Beware of obsolete, end-of-life devices with sub-standard features and potential maintenance problems.
Scan, Copy, Print, Save The essential guide to choosing, using and buying photocopiers and Multi-Function Printers for the Public Sector. Review your options Choosing a Multi-Function Printer (MFP) isn t as simple as picking one from a list. There are questions you ll need answers to, and extra functionality you could be looking for. Define your requirements It s worth taking the time to understand what you intend the MFP to do now and in the future. Choosing a basic model, for example, may be inadequate for your requirements, while a high volume, high specification model might cost more than you need to pay and give you features you never use. As well as functions like printing and copying, there may be additional features that could improve your work efficiency. Could you benefit from digital scanning, for example, allowing you to store your paperwork in a digital format? If you produce a lot of long documents or reports, would collation and stapling be a preferred option? Would a colour capable device that the RM1599 agreement has made far more economic than you might think be preferable to a black & white device? Answer just three questions To help you define what kind of device your organisation will need, there are three basic questions: What type of output does your organisation need? Black & white or colour? What kind of tasks would you like your device to perform? Copying and printing alone, or the collation and stapling of documents as well? How often do you anticipate using the device? When selecting your device be sure to understand your peak volumes not just the average. Answers to questions like these will help ensure the MFP you choose today will still be the device you need in the future. To help you make your decision, you ll find a handy product comparison page on our portal at www.xerox.co.uk/rm1599. See page 15 for details. 17
18 Check the service copy charge in your current agreement carefully. If it s more than 0.199p *** per black & white page and 1.99p *** per colour page, you re paying too much. Again and again and again and again
Scan, Copy, Print, Save The essential guide to choosing, using and buying photocopiers and Multi-Function Printers for the Public Sector. Compare your current agreement If you have a current leasing agreement that s coming up for renewal, this is the perfect time to think about the new RM1599 framework. Compare the Total Cost of Ownership (TCO) and the service you receive, and it s guaranteed that you ll be pleasantly surprised. Calculate the TCO The TCO is the quarterly lease rental charge plus the quarterly service charge (your print volume x your pence per copy). For similar MFPs, the Xerox cost under the framework agreement will be considerably lower, giving you the option to save money or upgrade your device and gain added functionality. Add up the support The support you receive from your MFP vendor is almost as important as the total cost. What happens if your device breaks down, for example? To help you get the best level of service, we suggest you ask the following questions: Does the vendor charge the same cost per page for A3 and A4? Is the A4 cost the same for portrait and landscape copies? What is their service response time? What device availability is guaranteed in the Service Level Agreement? What training is available? Is there a delivery/collection charge Does the device support automatic meter readings rather than manual readings? Alongside these day-to-day concerns, different sized organisations also have varying criteria that MFPs should meet such as reliability, productivity, sustainability, and security. Your vendor should understand how to meet the specific needs of your organisation and give you qualified, trusted advice. To help you work out how much you can save over your current contract, you ll find a cost calculator on our portal at www.xerox.co.uk/ rm1599. See page 15 for details. 19
We have had fantastic service from Xerox and the lovely colour copies we have around the school make such a difference, sensory stimulation is so significant in our special needs environment. Jack Tizard School * Government Procurement Service, an executive agency of the Cabinet Office, in partnership with YPO and ESPO, has announced the award of the new Public Sector procurement framework (Ref: RM1599) for the supply, delivery and service of multifunctional printing and copying devices. **As stated on the Government Procurement Service website. ***These prices relate to RM1599, Lot 1 prices only. 0.199p can be represented as 0.00199 1.99p can be represented as 0.0199 Please check your current invoices to ensure you compare like for like charges. www.xerox.co.uk/rm1599 Tel: 0870 240 0234 2013 Xerox Corporation. All rights reserved. XEROX, XEROX and Design are trademarks of Xerox Corporation in the U.S. and/or other countries.