Department of Education & Science National Centre for Technology in Education (NCTE) Colour Laser Printer Framework Pricing and Overview - November 2009 The Colour Framework is an arrangement which simplifies the purchase of high quality Colour Laser Printers at very competitive rates. It is now available to all schools across Ireland. This is a legally compliant arrangement, which was developed under EU public procurement regulations. It was established by the Department of Finance. In consultation with the Department of Education and Science, and specifically the NCTE, a standard colour laser printer has been identified which is aimed at supporting an average monthly printing volume of approx 5,000 pages (A4 size) per month. Five qualified suppliers have proposed such a printer, ceiling prices for these are listed below. Standard Colour Laser Printer (Summary) Canon Dell Hibernian Lexmark Xerox i-SENSYS LBP5360 3130cn KYOCERA FS-C5200DN C736DN 6280_DN 21 pages per min colour 25 pages per min colour 21 pages per min colour 33 pages per min colour 25 pages per min colour 21 pages per min mono 30 pages per min mono 21 pages per min mono 33 pages per min mono 30 pages per min mono Installed RAM 128MB 256MB 256MB 256MB 128MB Unit Cost (incl. VAT) €662.17 €844.43 €753.09 €880.87 €431.51 TCO –Total Cost of Ownership (based on three years) €5,175.29 €5,218.43 €4,558.47 €6,157.62 €4,139.69 Note 1: Prices are inclusive of Printer, Initial consumables, Warranty (3 years Next Business Day Onsite Countrywide including full parts and labour cover), and VAT. Note 2: If the technical specification of the standard colour laser printer does not meet your requirements, please refer to the following NCTE website link: http://www.ncte.ie/ICTAdviceSupport . How to Buy a Colour Printer: You email a Request for Quote (RFQ) to email@example.com (this email will reach all 5 suppliers). An RFQ email template is presented below. Suppliers will respond with prices (prices will not be higher than the ceiling prices listed above). You then evaluate the responses and select a winner based on your award criteria. Framework Rules: 1. You must treat all of the suppliers fairly and equally. You must specify your requirements in a non-discriminatory way and solicit a quote from all suppliers. The single email address firstname.lastname@example.org will facilitate this. 2. You must allow the suppliers sufficient time to respond to a Request for Quote (RFQ). You must allow suppliers a reasonable amount of time to submit a response. For a simple mini-competition (e.g. buying 10 Standard colour printers with no variation in the spec or additional services) a minimum of 3 full working days is recommended. More complex mini-competitions (e.g. drawdown agreements) should be given at least 2 to 3 full working weeks. 3. You must be open and transparent with regard to how you will select the winning quote. When issuing an RFQ you should clearly state the criteria you will apply to select the winner. Purchases of colour printers are usually based on cost. Cost has been used in the RFQ email example. However, if you want more flexibility in choosing a supplier, the framework allows you to apply any or all of the following criteria: · Suitability for Intended · Cost · Special Requirements · References attesting to the quality of Use products and services · Delivery Conditions · Excess over minimum · Environmental Specification Considerations Note: Under EU procurement law the responsibility for observing these rules lies with you, the customer. RFQ Email Template: Please see below for an example of an email request. To: email@example.com Subject: Request For Quote (Standard Colour Laser Printer) Dear Supplier, Please quote for [Quantity] Standard Colour Laser Printers as per the Colour Framework. The closing date for quotes is 5pm on [Date]. Any contracts arising from this request for quote will be awarded on the basis of the following Award Criteria: Cost (including TCO) [percentage %], [Insert other criteria headings here along with percentages % or delete if not applicable ]. The anticipated award date is [Date]. . Regards [Main Contact Name, School Name, Roll No., School Address, Ph No.] Standard Colour Laser Printer - November 2009 CANON DELL HIBERNIAN LEXMARK XEROX Make & Model i-SENSYS LBP5360 3130CN KYOCERA FS-C5200DN C736DN 6280_DN Print Speed (Default Quality) 21 pages per minute colour 35 pages per minute colour 21 pages per minute colour 33 pages per minute colour 25 pages per minute colour 21 pages per minute mono 40 pages per minute mono 21 pages per minute mono 33 pages per minute mono 30 pages per minute mono Print Quality (dpi) 9600 x 600dpi 600 x 600dpi 600 x 600dpi 1200 x 1200dpi 600 x 600dpi Paper Trays 1 with 500 A4 Standard Laser/Copier 1 with 500 A4 Standard Laser/Copier 1 with 500 A4 Standard Laser/Copier 1 with 550 A4 Standard Laser/Copier 1 with 550 A4 Standard Laser/Copier sheet capacity and 1 x 100 sheet sheet capacity and optional 550 sheet sheet capacity and 1 x 150 sheet sheet capacity and 1 x 300 sheet sheet capacity and 1 x 150 sheet multipurpose tray covered draw multipurpose tray multipurpose tray multipurpose tray 250 sheet tray 50 A4 sheet tray 50 A4 sheet tray 250 sheet tray Media Types A4 Standard Laser/Copier paper, A4 Standard Laser/Copier paper, A4 Standard Laser/Copier paper, A4 Standard Laser/Copier paper, A4 Standard Laser/Copier paper, transparencies, labels and envelopes transparencies, labels and envelopes transparencies, labels and envelopes transparencies, labels and envelopes transparencies, labels and envelopes Duplex Included as standard Included as standard Included as standard Included as standard Included as standard Page yield of the Black toner 6,000 pages 10,000 pages 4,000 pages 6,000 pages 8,000 pages cartridge supplied with the printer Page yield of the Colour toner 6,000 pages 8,000 pages 4,000 pages 6,000 pages 6,000 pages cartridge supplied with the printer Installed RAM 128MB 256MB 256MB 256MB 256MB Printer Languages PCL5e/PCL6 and UFR11 HP PCL®5e/6 emulation, Adobe® PCL6 (PCL5c/pcl-xl), KPDL 3 PCL 5e Emulation, PCL 6 Emulation, PCL® 6 emulation, Adobe® PostScript® 3TM emulation (PostScript 3 compatible) with PPDS, PostScript 3 Emulation, PDF PostScript® 3™ automatic emulation (AES) & PDF 1.5 Emulation, Xhtml Direct Print Standard Interfaces USB 2.0, Internal RJ45 10/100 USB 2.0, Internal RJ45 10/100 USB 2.0, Internal RJ45 10/100 USB 2.0, Internal RJ45 10/100 USB 2.0, Internal RJ45 10/100 Ethernet, Parallel Ethernet, Parallel Ethernet Ethernet Ethernet, Parallel Configuration/ Operation Front panel status and configuration Front panel status and configuration Front panel status and configuration Front panel status and configuration Front panel status and configuration display. display. display. display. display. Energy Star Compliance Yes Yes Yes Yes Yes Warranty 3yrs Next Business Day On-Site 3yrs Current Business Day On-Site 3yrs Next Business Day On-Site 3yrs Next Business Day On-Site 3yrs Next Business Day On-Site including full parts and labour including full parts and labour – also including full parts and labour including full parts and labour including full parts and labour includes FOC fuser/ maintenance kits Cost (incl. VAT) €662.17 €844.43 €753.09 €880.87 €431.51 Delivery (incl. VAT) Free Free Free Free Free TCO €5,175.29 €5,218.43 €4,558.47 €5,020.30 €4,139.69 (incl. VAT) over 3 years @ 5,000 pages per month Total Cost of Ownership for Standard Colour Laser Printer The price you pay for a printer plus the likely cost of consumable items (such as toner, etc.) over its lifetime is the printer’s Total Cost of Ownership (TCO). This is a very useful means of comparing the value for money that various printers offer. CANON DELL HIBERNIAN LEXMARK XEROX Printer Model i-SENSYS LBP5360 3130CN KYOCERA C736DN 6280_DN FS-C5200DN Purchase Cost Purchase Price of printer (ex €545.00 €695.00 €619.83 €725.00 €355.15 VAT) Delivery (ex VAT) Free Free Free Free Free Black Toner Costs (ex VAT) Cost of Black Toner €66.31 €63.00 €63.00 €78.00 €70.00 Page yield of the cartridge 6,000 4,000 4,000 6000 8,000 supplied with the printer Page yield of subsequent 6,000 9,000 7,000 12,000 8,000 cartridges Number of Cartridges to be 29 20 26 15 22 purchased Total Black Toner Costs €1,922.99 €1,260.00 €1,638.00 €1,170.00 €1,540.00 Colour Toner Costs (ex VAT) Cost of Colour Toner €85.31 €156.00 €83.00 €148.00 €72.00 Page yield of the cartridge 6,000 3,000 4,000 6,000 6,000 supplied with the printer Page yield of subsequent 6,000 9,000 7,000 10,000 6,000 cartridges Number of Cartridges to be 21 15 18 12 21 purchased Total Colour Toner Costs €1,791.51 €2,340.00 €1,494.00 €1,776.00 €1,512.00 Additional Consumables Costs (ex VAT) Image Drum/Fuser Kit Page 200,000 20,000 Life/Photo Conductor Unit Cost of Image Drum/Fuser Kit €51.94 Not Required Not Required Not Required Not Applicable Number of Additional Image 9 Drums/Fuser Kits Cost of Additional Consumables €467.46 (ID/FK) Water Bottle Page Life 25,000 Cost of Water Bottles €4.06 Number of Additional Bottles 8 Cost of Additional Consumables €32.48 (Water Bottles) Total for Additional Consumables €0.00 €0.00 €0.00 €499.94 €0.00 TCO Sub-Total €4,259.50 €4,295.00 €3,751.83 €4,170.94 €3,407.15 VAT @ 21.5% €915.79 €923.43 €806.64 €896.75 €732.54 TCO (inc VAT) €5,175.29 €5,218.43 €4,558.47 €5,067.69 €4,139.69 Cost per page (Euro) €0.028 €0.028 €0.025 €0.028 €0.022 CANON DELL HIBERNIAN LEXMARK XEROX Total Assumptions Number of pages per month 5,000 180,000 Number of months 36 Black Coverage of each page 5% Colour Coverage of each page 5% No. of pages using black toners 100% No. of pages using colour toners 25% When you’re calculating a TCO value you will need to make certain assumptions, such as the number of pages you expect to print and the printed coverage per page. A normal workgroup printer, such as the standard model presented here, will print about 5,000 pages per month, or 180,000 pages over a three-year lifetime, and normal text will cover 5% of a page. Calculation Elements The TCO calculation commonly has three elements: The Purchase Cost: including the purchase price of the printer and any related costs such as delivery, installation, etc. Toner Costs: being the total cost of toner cartridges over the product’s lifetime. Cartridge capacity is measured in pages at a given coverage, e.g. 10,000 at 5%. When you’re calculating toner costs remember to subtract the capacity of the toner that is supplied with the printer because that will have been included with the purchase price. Additional Consumables Cost: i.e. the total cost of any additional consumables, such as image drums, that may be required. The lifespan of these items is usually measured in pages so the number required is the likely number of pages divided by the item’s lifespan. Some calculators include the cost of disposal and power consumption to give a more complete view of the TCO. Standard Colour Laser Printer – Consumables - November 2009 (Prices inc VAT) CANON DELL HIBERNIAN LEXMARK XEROX i-SENSYS LBP5360 3130CN KYOCERA FS-C5200DN C736DN 6280_DN Black Toner €80.57 €97.20 €87.48 €78.00 €85.05 Cartridge Cost Black Toner 6,000 9,000 8,000 12,000 8,000 Cartridge Page Yield Part No: 1660B002AA Part No: G478F/G486F Part No: TK510K Part No: 0C736H2KG Part No: 113R00726 Colour Toner €103.65 €189.54 €132.43 €148.00 €87.48 Cartridge Cost Colour Toner 6,000 9,000 8,000 10,000 6,000 Cartridge Page Yield Part No: 1657B002AA, Part No: G475F/G483F; Part No: TK510C, TK510M, Part No: 0C736H2CG, Part No: 113R00723, 1658B002AA, 1659B002AA G477F/G485F; TK510Y 0C736H1MG,0C736H1YG 113R00723, 113R00723 G476F/G484F; Image Drum/Fuser Kit Not Required Not Required €665.50 €4.06 Not Required Part No. MK540 Water Bottle (Every 200,000 pages) 0C734X77G €51.94 Photo Conductor Unit 0C734X24G For Support and Assistance The NCTE can be contacted with any queries regarding the ICT Framework If you have any questions on how to buy a standard colour laser agreements: printer using the Colour Framework, contact the NCTE at Name: NCTE firstname.lastname@example.org . Further information and guidance on procurement matters, specifically ICT procurement Email: email@example.com arrangements, i.e. PCs, Notebooks, Mono and Colour Printers is Website: http://www.ncte.ie/ICTAdviceSupport/Purchasing available on the NCTE website at: http://www.ncte.ie/ICTAdviceSupport/Purchasing .