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 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.
Department of Premier and Cabinet
Conditions of Use
Who can access this SPC?
Refer to VGPB scope of policies.
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.
The SPC is a closed panel consisting of three suppliers.
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:
- processing 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.
Suppliers to conduct audit and discovery assessment.
Buyers provide a list of equipment requirements (i.e. maximum volume of printings, “pull printing”, secure printing, etc.
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 procured.
Buyers to obtain internal financial approval for procurement.
Buyers to complete Purchase Order Form (111 KB).
Contractual information is available to approved users.
A new confidential information system has 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 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.