UF Procurement Services negotiated and awarded a contract to Xerox (ITN13RL-104 March 2013/2020) with the purpose of introducing multifunctional devices (MFDs) and a managed print solution to the UF campus. With this innovative contract, departments will obtain networked equipment owned by Xerox in an effort to reduce UF's total cost of ownership of currently owned and leased equipment and improving internal efficiency and productivity.
What is included in the program? What type of equipment will be provided in the PrintSmart Program?
The PrintSmart Program includes equipment (MFD’s and Workgroup printers), preventive maintenance, break/fix repair and parts, software, installation, training and supplies (including staples, excluding paper). The type, models, and quantities of equipment will be determined through the on-site assessment. The models of equipment will vary based on departmental needs. Departments will be charged on a cost per impression (CPI) basis for actual usage (one price for monochrome pages and one price for pages that include color).
Eight multi functional devices (MFD), which copies, prints, scans and faxes
Two Workgroup printers
Supplies, including staples, excluding paper
Preventive maintenance, break/fix repair and parts
Equipment monitored for internal alerts, toner level and monthly meter reads
Service Level Agreement (SLA) l to ensure response times, device up time percentage and first time fix
Secure Print option to manage confidential printing
Dedicated PrintSmart helpdesk via toll free number or thru web portal
Detailed account usage and simplified billing utilizing a cost per impression model
Flexibility for equipment changes
Single contract for increased efficiency in managing contract terms and conditions
How does the contract work?
UF pays a negotiated rate per "image" — each time the machine copies or prints
Included in this rate are access to Xerox equipment, preventative maintenance, ordinary repairs and all supplies including toner and staples. Paper is excluded.
Toll-Free phone number is provided to reach PrintSmart Helpdesk staff. The dedicated helpdesk will coordinate maintenance and repair requests, supplies and other calls.
Certified on-site technicians committed to excellent customer service, including a four-hour response time will be provided.K/li>
By consolidating spending with a single vendor, UF is taking advantage of economies of scale and efficiencies. Results of similar programs at other large universities have resulted in 25 to 30 percent cost avoidance.
When will my department be assessed?
The PrintSmart initiative was introduced to campus on a rolling basis, beginning with the Offices of the CFO, CIO and Human Resource Services. As of today, all departments / colleges have been accessed with varied adoption of the program. As your current lease expires or your UF-owned devices become unreliable, new equipment maintained by Xerox will be provided as needed based on your current volume and printing needs.
What is the cost? How will my department be charged?
The Cost Per Impression (CPI) rate for both Monochrome and Color is proprietary information. Please see Pricing Information for further details. If you have further questions, contact UF Procurement Services at firstname.lastname@example.org for this information. Invoicing will be done utilizing MyPayment Solutions at the device level with one assigned 8 digit department ID number per device. Please click to view sample invoice. If devices are shared between one or more departments, then one designated department ID per device will be provided and the charges will need to be broken out by the accepting department. There are two methods of tracking usage. They include the following:
Set up at device level
User enters a unique code before using the device
Department pulls usage report from device
Enterprise Print Governance (EPG)
Xerox tool installed on departments print server
Monitors departments prints only
Monthly reports will include departments
Will departments have to buy new equipment after enrolling in the program?
No, although your existing equipment may be replaced with supplied equipment, departments will no longer have to lease or buy new equipment. All equipment, service, maintenance and supplies (excluding paper) are included in the cost per impression (CPI). As a rule UF will no longer own network print output equipment (some exceptions may exist).
What happens to the current leased equipment?
The majority of the non-Xerox leases will be allowed to expire. During this time, each department will continue pay their monthly rate as they have in the past and contact the service provider directly for all maintenance and supply issues.
For all current Xerox leased equipment, part of the contract includes those leases to be converted over to the new contract CPI rates and the equipment will be refreshed as those leases expire.
What do I need to do before my lease expires on my current copier?
It is suggested that you contact the UF Purchasing 60 days prior to the expiration of your lease and request a PrintSmart device. In addition, you’ll need to contact the “service provider” in writing to notifying them of your intensions of converting over to the PrintSmart program and letting them know of the pick-up date.
What do I need to do about my copier once the lease has expired?
It is suggested that you contact the “service provider” in writing 60 days prior to the expiration of your lease and notify them of your intensions of converting over to the PrintSmart program and informing them of the pick-up date (approximately 1 week after date of install) Prior to the pick-up, all data is to be “wiped” from the hard drive EXCEPT the copier’s operating system. The machine must be returned in operating condition or the manufacture will access a service fee to restore the program. The provider is responsible for all pick-up charges (freight) and they’re supposed to complete the process within 10 working days after receiving your written notice.
I just bought new equipment; what do I do?
The PrintSmart program allows for newly purchased equipment to be retained under the program. The PrintSmart team will assess the equipment and determine the best process to implement cost savings measures. It is suggested that the department continue to maintain the maintenance contract with the current provider.
What happens to equipment that isn't needed anymore?
All equipment not retained under the PrintSmart program will be placed in a designated area within each department by the Xerox team as new equipment is installed. The department will be responsible for contacting “Property Surplus” and following all internal procedures and completing the Surplus Property Moving Request Form. Once equipment is marked for surplus it cannot be returned to the PrintSmart fleet.
What will happen to my desktop printer?
The proliferation of these printers imposes a drag on departmental resources because of their acquisition and setup costs, but especially because of their ink/toner replacement costs. If hardcopy printing is absolutely necessary, it should be directed to the department’s multi-function device or to University Printing Services. Please note that Faculty printers are not a focus for the assessment.
What about color printing?
The program will include devices that will print color documents if the department has an on-going need. Limiting departmental document production to black-&-white-only will avoid the higher costs associated with color-capable devices. At the time of equipment installation, the PrintSmart team and your local IT folks can work together to limit color printing to specific staff if needed. Routing color document production to your PrintSmart device or to the University Printing Services represents reasonable stewardship over University dollars and resources.
Why should my department enroll in the PrintSmart program?
In assessing UF’s current printing environment, several problems were identified. Findings from the initial study revealed UF's current fleet includes too much equipment, the wrong type of equipment, and redundant layers of equipment. With this in mind, cost savings can only be achieved by skillfully balancing the proportion of equipment to employees and matching equipment needs more effectively to the users throughout UF. During these challenging financial times, it is imperative for UF to adopt cost saving measures. Savings under the PrintSmart program are retained at the department level.
What is the benefit of a managed print solution?
One of the most valuable benefits of a managed print solution is the fact that equipment in the program can be matched to departmental needs based on monthly volume, quality, finishing capabilities, ease-of-use, paper handling capacity, workflow, office layout and other relevant factors. Xerox will also review the department’s needs to print from special applications to ensure the appropriate device is selected. No two departments are alike. Xerox will provide a comprehensive assessment of the UF copy/print environment and plans for reducing cost and effort in each department.
What’s the first step?
Once your department has decided they’re interested in the PrintSmart program, a representative from your department will need to contact UF Procurement Services at email@example.com to let us know of your intentions. In turn, Procurement Services will engage the appropriate Xerox personnel who will set up a time to meet with your department representative to gather additional data regarding specific printing needs and estimated monthly volume. Based on the data provided along with confirming if a previous recommendation (FSD) was created for your specific area will determine the appropriate PrintSmart device.
What happens next?
Xerox personnel will review the recommendation with the department representative and answer any questions. If approval is given to move forward, then the Xerox representative will confirm if sufficient space is available for the replacement device while also verifying that power source and network drops are available. In addition, the Xerox representative will need the following information before the equipment can be ordered:
o Site contact name, email, phone
o IT contact name, email, phone
o KDC name, email, phone # if different from site contact
o Eight digit department billing ID
o Consumable shipping address (if different from device install address)
When will I receive my new equipment?
Once this information is confirmed, the equipment is ordered and it usually takes 3-4 weeks to be delivered and installed. Before the equipment is delivered, the Xerox installation team will contact the dept. representative and your local IT personnel to coordinate the details of the installation.
Will equipment be removed from the department? Will the contractor decide if the department can keep the equipment?
That depends on several factors including the age of the equipment, if UF owns or leases the equipment and how expensive it is to maintain the equipment. Ultimately, it will be up to the departments “decision maker” as to which devices are retained and which devices are removed.
What happens if a department's output needs change?
If there is a substantial change in output needs such as volume, number of users, application changes, etc., the Xerox project team will re-evaluate the needs of your department and make appropriate equipment adjustments.
I have security and compliance requirements - will I lose those features?
Your security and compliance requirements will be noted during the assessment and factored into the final recommendation. All devices covered under the PrintSmart program have a featured called “Secured Print’ This feature allows the end user to assign a four digit code to each print job before sending it to the printer and releasing the job at the device by inputing your four digit number into the machine.
Will training be provided if I receive new equipment?
Absolutely, as part of the contract, Xerox will provide initial on-site training at the time installation for MFD devices placed under the PrintSmart program along with follow up training about two weeks later if needed. Also, a training poster will be provided and should displayed by each machine to assist the end user of basic functions of the device. If you have any questions after your training or request training on your Workgroup printer, please feel free to contact UF Procurement Services at firstname.lastname@example.org to schedule additional training. In addition, training manuals and videos are also available for viewing at the PrintSmart website.
How will our department's equipment and needs be serviced?
Xerox will provide a dedicated PrintSmart Helpdesk to remotely read monthly usage, detect and fulfill supply needs, and provide advance warning of equipment malfunction to onsite technicians to prevent downtime. All these components — the equipment, supplies and maintenance — are included in the Cost Per Image (CPI) rate.
What happens when our Xerox machine goes down?
You’ll need to contact Xerox's dedicated PrintSmart Helpdesk support at 1-855-306-1220 or submit a break/fix request via the PrintSmart web portal. The helpdesk support is available from 8 a.m. through 5 p.m., Monday through Friday. Online troubleshooting videos will also be available to help with minor issues.
What will the contractor's response time be to service calls?
Again, by being on the PrintSmart program, UF will be able to track equipment downtime through intelligent device monitoring software to enforce the signed Service Level Agreement (SLA). The standard response time will be 4 hours after the receipt of a service call. Service will be available Monday thru Friday, 8:00 am to 5:00 pm.
UF pays for only copies and prints created; therefore, if machines are inoperable and not printing or making copies the contractor will not be successful. This reinforces the need for their equipment to be in good working order.
How will the contractor know when I need toner or service?
One of the benefits of being in the PrintSmart program is that Xerox will be able to monitor supply levels through intelligent device monitoring software and dispatch supplies to the “key device contact” before the toner cartridge is needed. Many service needs will also be monitored through this software. Additionally, there will be a sticker on your device that will explain how to place service and supply calls if needed. A link to request service/supply will be available on the PrintSmart website.
NOTE: Please don’t replace any toner cartridges for print devices until there is a Replace Toner Cartridge alert. If you add toner prematurely, the automated process will not work because the device will never see the low toner status and toner will not be sent. Only replace the toner when an alert is received.
Are departments required to purchase extra supplies? Will departments be responsible for ordering, installing and tracking supplies?
No, supplies will be provided by Xerox. Supplies are included in your cost per impression so purchasing extra supplies will not be necessary. Please do not fall victim to telemarketing fraud from companies who misrepresents themselves as Xerox sales staff and want to sell you supplies. As stated before, all supplies except paper are included in your CPI rate. In addition, Xerox will be monitoring supply levels through intelligent device monitoring software and will automatically reorder your supplies when needed.
Why pick just one vendor? Doesn't this create a kind of monopoly?
The selection of one vendor was a conscious decision made by UF Procurement Services to pursue a managed print solution in an effort to reduce costs for campus. A formal public solicitation and competitive process resulted in Xerox's selection as the vendor for this initiative. By consolidating our spending with a single vendor, UF is taking advantage of economies of scale and efficiencies. Results of similar programs at other large universities have resulted in 25 to 30 percent cost avoidance.
What will happen to our old equipment?
Used equipment will be collected by UF Asset Management and scrubbed of data prior to being salvaged.
Are the student lab printers included in the PrintSmart program?
No, student lab printers are not included in the program at this time.
Are specialty printers, such as research lab printers, wide format printers etc. included in the PrintSmart program? What other equipment is not included in the PrintSmart program?
Specialty printers will not be included in the PrintSmart program along with receipt printers, desktop printers; additional items will be added to this list as equipment is discovered through the assessment process.
Can I choose a different contractor?
No, this is an exclusive contract.
Can I negotiate my own contract?
No, this contract was negotiated by UF Procurement Services on behalf of The University of Florida.