Victorian Government Purchasing Board
Achieving Excellence in Government Procurement

Overview

The Multifunction Devices and Printers (MFDP) state purchase contract (SPC) works as a print for service arrangement (MPS) where the costs of the devices are incorporated into the click rate.

There is no more capital equipment purchase. A “walking distance policy” serves to oblige suppliers to maintain a fleet that is practical to all buyers.

The SPC commenced on 1 January 2015 for a period of three years and expires on 1 January 2018 with two one-year extension options.  The contract replaced the old Desktop and Notebook SPC.

Key SPC benefits

The MFDP SPC meets opportunities to tap into, expand and enhance on the existing arrangements to make use of technology usage trends and meet the ever-changing government environment.   

It will also realise the benefits of competitive tension including improved service delivery, access to leading technology and other value added services and systems offered by the market.   A word.gif Frequently Asked Questions (110 KB) document has been developed addressing additional value adds queries.

Organisational benefits are discussed below.

  • Reduce the total cost of print: The new SPC has the capacity to institute the “pull printing” technology – printing that follows you anywhere.
  • Improved security: The new arrangement has the capacity to allow users to use secure printing which allows their printing to remain confidential.   
  • Improve flexibility with adopting new technology: A network which consists of devices that owned and managed by the suppliers will ensure a quicker deployment of new technologies across the government.     
  • Optimal value for money outcome:  By aggregating and leveraging off the Whole of Victorian Government (WoVG) demand for MFDP, the government will achieve better pricing compared to sourcing individually.
  • Achievement of financial benefits: One SPC for MFDP across WoVG reduces duplication of procurement costs across government.  
  • Process improvement and value maximisation: Through the establishment of the new SPC, there is an opportunity to identify and address areas for process improvement. 
Lead Agency
Department of Premier and Cabinet
Conditions of Use
Mandatory
Reference Number
ICT-WOVG-08-2014-02
Arrangement
Closed panel
Start Date
02/01/2015
End Date
01/01/2018
Primary Contact
Michael Kony
Manager, Procurement Branch
Department of Premier and Cabinet
Phone: +61 3 7017 3285
Email: michael.kony@dpc.vic.gov.au
Secondary Contact
James Isherwood
Senior Adviser, Procurement Branch
Department of Premier and Cabinet
Phone: +61 3 7017 3283
Email: james.isherwood@dpc.vic.gov.au

Who can access this SPC?

Mandated Departments

Refer to VGPB scope of policies.

Mandated Agencies

Refer to VGPB scope of policies.

Departments and agencies bound by Victorian Government Purchasing Board policies must procure from the SPC if the arrangement is mandated. Refer to above.

Subject to approval by the lead department, other government owned or supported organisations such as not-for-profit, councils and other government bodies may access the SPC on a discretionary basis. Consult the category manager to confirm eligibility.

Departmental Contract Managers

The category manager is responsible for:

  • ensuring the MFDP SPC continues to provide a value for money outcomes;
  • liaising with suppliers on matters relating to the administration and operation of the contract;
  • providing reporting requirements to the Department of Treasury and Finance;
  • monitoring ‘exceptions’ purchasing;
  • monitoring performance (include service levels and key performance indicators);
  • monitoring pricing;
  • managing and maintaining hardware catalogues and all other documentation relating to the SPC; 
  • resolving issues with suppliers on contract and service matters; and 
  • managing the relationship between buyers and suppliers.

Supplier Details

The SPC is a closed panel consisting of three suppliers. 

Name ABN
Address
Contact

Konica Minolta external-link.gif


50 001 065 096
Level 5
441 St Kilda Road
MELBOURNE  VIC  3004

Michael Byrne
Manager Corporate Government and Education
P: +61 3 8699 0711
M: +61 417 495 553
E: michael.byrne@konicaminolta.com.au

FujiXerox Australia external-link.gif


63 000 341 819
509 St Kilda Road
MELBOURNE  VIC  3004
Craig Rodgers
Sales Manager, Government and Health
P: +61 3 9246 3000
M: +61 406 345 683
E: craig.rodgers@aus.fujixerox.com
 

Lexmark Australia external-link.gif


86 050 148 466 80 Dorcas Street
SOUTH MELBOURNE  VIC  3205
Rory O'Dowd
Executive Account Manager
P: +61 3 9473 3127
M: +61 412 541 162
E: rory.odowd@lexmark.com
 

What you can buy from this SPC

MFDP services include print management of associated MFDP products and services.

MFDP equipment refers to printers (black & white and colour), multifunctional devices and multifunctional printers which integrate either one or all of the following function: scan, print, copy and facsimile.   

MFDP excludes publication printing and printing paper.   

The MFDP services include: 

  • purchasing or managing existing print devices that are currently owned or leased by the buyers; 
  • servicing and supporting for multi-vendor print environments;
  • installing, moving, adding, changing and disposing of devices as required; 
  • printing environment optimisation that delivers the most cost effective mix of devices whilst maintaining user satisfaction and productivity; 
  • adopting appropriate ‘fit for purpose’ devices, consumables and maintenance; 
  • using capable print management software to interrogate MFDP equipment for usage data to improve billing, regular maintenance and MPS; 
  • providing reliable support and service infrastructure for all devices and software; 
  • consolidating invoicing with detailed supporting data; 
  • implementing print software and hardware required for ‘pull printing’ (e.g. FollowMe ® printing), ‘secure scan’ and other management, tracking and invoicing tools; 
  • conducting audit and discovery assessments to provide a detailed fit for purpose proposal based on the buyers’ needs; 
  • providing spend and print management reporting; 
  • managing the government print account; and 
  • providing other value-added services as agreed. 

This will be a flexible arrangement allowing buyers to incorporate some or all of the above services in their customer contracts. A Purchase Order (PO) form will need to be executed when leveraging off the contract.

RULES OF USE: How to use this SPC

Buyers are responsible for their own procurement requirements and are able to select one or more suppliers to conduct an audit and discovery assessment.

Buyers have responsibility for the day-to-day operational of their procurement activities which included but not limited to:

  • purchasing and payment;
  • monitoring warranty service matters;
  • monitoring supplier performance and management;
  • organising security arrangements;
  • organising site access for the suppliers;
  • signing off on acceptance testing if required;
  • managing the customer services agreement should one exist; and
  • escalating performance and/or contractual issues to the category manager.

The following steps are recommended for buyers interested in leveraging off the SPC. 

#

Step

1

Suppliers to conduct audit and discovery assessment.

2

Buyers provide a list of equipment requirements (i.e. maximum volume of printings, “pull printing”, secure printing, etc.

3

Suppliers to provide solution design which will include: 

  • description of fleet to be managed; 
  • contracts to be novated on existing equipment; and 
  • price of existing fleet of equipment, software, and infrastructure to be purchased.

4

Buyers to obtain internal financial approval for purchase of service.

5

Buyers to complete word.gif Purchase Order Form (111 KB).

6

Place order.

 

Confidential information

Contractual information is available to approved users. 

A new confidential information system external-link.gifhas been established and users are to complete an online registration form. A step-by-step process is provided to interested users.  These instructions are detailed in the word.gif State Purchase Contracts Registration Guide (126 KB).

Please note confidential information may only be accessed and used for the purpose of joining the SPC and procuring under the SPC.

 

Share Content