Who to include in an Invitation to Tender for new MFD photocopiers

[ryoung]

Hi

 

Our current contract for leasing SAharp multifunction photocopiers ends in March and so we need to go out to tender. Our current supplier is Sharp. Which two other suppliers do you recommend we also invite

 

Many thanks, Richard

[mavhc]

Whoever proactively installs updates, offers secure wiping of devices, encryption, has disabled smb1, has a web interface that requires logging in to change things, has drivers that work with win10 modern apps, currently our Kyrocera ignores instructions to change to colour/bw in the modern app print settings

[andyire]

Hi

 

Our current contract for leasing SAharp multifunction photocopiers ends in March and so we need to go out to tender. Our current supplier is Sharp. Which two other suppliers do you recommend we also invite

 

Many thanks, Richard

 

Depends on how many quotes the school/ govs require. Previously, I have invited; ITEC, Sharp, Konica, Kyocera, Danwood, Ridgemill, annodata and xerox as suppliers to tender in the past. A few responded saying that they couldn’t meet the deliverables set out in the tender (such as 4 hour response & unlimited call outs).

[PrimaryNetMan]

This is what frameworks are for. Submit your requirements via the likes of CCS, CPC, EPSO, YPO etc.

[FragglePete]

Would recommend Konica Minolta - will be on a framework. We've renewed recently and they've brought the costs of the devices down including the 'per click' costs as well. Running around 30 devices now on our network.

 

Pete

[Cw2k]

Watch out for suppliers double click charging for A3

 

The frameworks will give added benefits.

 

Are you going for a print control solution as well. Papercut is easy but make sure the devices you get support the Integrated Scanning functionality to avoid having to scan to email and rely on the copiers usually poor inbuilt scan to folder.

[mikeprice]

Also watch out for then charging 3 times for colour - 1 per colour - out supplier told me about this trick - a couple of salespeople looked a bit annoyed when I check for it in the contract

[mikeprice]

Also watch out for then charging 3 times for colour - 1 per colour - out supplier told me about this trick - a couple of salespeople looked a bit annoyed when I check for it in the contract

 

Oh - and also - make sure their sums add up in any tables they show you - I rejected 2 suppliers quotes as they couldn't add up tables of numbers (I mean - how hard can it be - surely they have a spreadsheet???)

[Cw2k]

And also other extra charges for things like staples, remote monitoring, moving devices and the rarer counting of scanning as a click charge.

 

As mikeprice says, read the contract small print carefully. Don’t trust anything they say as they will deny it once the contact is signed.

[rad]

Ricoh is another not yet mentioned.

They charged the same for A4 and A3.

[ataylor]

We renewed 2 years ago(ish) with Konica Minolta after being with them 5 years previously. Out of all the companies we decided to renew with them again, very happy with the service - prompt with delivery and servicing. We are now on a 4 year contract as a few of our printers were requiring more visits than I would like in the last year.

 

Edit: - Of the top of my head I think Ricoh was second on our list for winning the tender - print quality seemed a little better but they were more expensive.

Edited December 17, 2018 by ataylor

[maark]

would recommend using crown commercial site - have just had quotes in for a RFQ - this will prove you are getting best value and companies have to adhere to strict contracts.

Konica Minolta are pretty good though we use a local company who give us good service.

look at the software - are you using pcounter or papercut?

I want to move to papercut when new contract starts

[FishCustard]

would recommend using crown commercial site - have just had quotes in for a RFQ - this will prove you are getting best value and companies have to adhere to strict contracts.

 

Using CCS also ensures that you get firms that can fill in the tender requests properly...

[mikeprice]

I managed to get a deal with our old supplier for x copies over the whole 5 years rather than y copies per year. This means that there is no(ish) chance of any over-pages charges for the first 4 years

Disadvantage is that if they don't reduce printing/copying usage over the next few years they are going to have a massive bill for year 5

however -

a) the Head and DH both agreed that the paper usage needs to be reduced dramatically

b) I was detailed to closely monitor paper usage and report back once a month so it could be looked at

 

and most importantly

 

c) I was seen as 'not really needed' by the new Head when she started so I don't work there anymore - but I have left VERY clear warning about the "Year 5 problem"

 

anyway - this concept could be useful to any school - as long as there is a clear desire to reduce costs of printing over the next few years.

[howartp]

Oh - and also - make sure their sums add up in any tables they show you - I rejected 2 suppliers quotes as they couldn't add up tables of numbers (I mean - how hard can it be - surely they have a spreadsheet???)

 

Kyocera/Annodata?

 

The problem comes when their spreadsheet is in decimal pence but rounded to pounds & pence - I could clearly see where the problem was but it didn't help!

[mavhc]

So, which ones actually are proactive on security? encryption, updates, working with smb 2 or 3?

[mikeprice]

Kyocera/Annodata?

 

The problem comes when their spreadsheet is in decimal pence but rounded to pounds & pence - I could clearly see where the problem was but it didn't help!

 

The ones I rejected were not that close - it was just total incompetence - one local firm actually rang up a few months later to check on progress of the quote - it was the boss who rang so I told him the reason why. He was very apologetic and said that person had done that several times and no longer worked for them. Not sure if I believed him but he wasn't going to get a second go anyway!

[Jehanzeb]

Hi

 

Our current contract for leasing SAharp multifunction photocopiers ends in March and so we need to go out to tender. Our current supplier is Sharp. Which two other suppliers do you recommend we also invite

 

Many thanks, Richard

 

Konica Minolta - with regards to service or regular firmware updates etc you’ll have to be proactive with any supplier otherwise none will bother.KM in my experience has the best quality prints.

 

Oh and use your negotiation power for B&W and colour prints per copy and leasing options...best of luck

 

Kindest regards

 

J.

[Jehanzeb]

So, which ones actually are proactive on security? encryption, updates, working with smb 2 or 3?

 

Noneunless you push them, most of them doesn’t even know beyond “photo copy” and which part fits where as they have a diagram of the mfp.

 

Kindest regards

 

J.

[Cw2k]

So, which ones actually are proactive on security? encryption, updates, working with smb 2 or 3?

 

If you use the PaperCut integrated functionality this will use whichever smb version you have even if smb1 is disabled. Gets around a lot of the limitations of the copiers built in scan to folder functionality.

The integrated scanning functionality may require an additional option of not support as standard. The older Konica devices came with standard interface with iOption required by Integrated Scanning as an extra (module and ram upgrade) but newer models might have it built in.

[mavhc]

Really need to shame them all into doing a better job, default passwords, no security, no updates, time to hack all the things

[gmonks]

Ricoh are good, they have frameworks with CCS.

 

I managed to get them to hold pricing for 7 years.

 

Always read the small print and have any questions answered in writing.

[mavhc]

Another new rule, can't be Kyrocera https://community.spiceworks.com/topic/2187199-printing-certain-documents-in-word-2019-causing-brand-new-pcs-to-bsod

[PrimaryNetMan]

Ricoh are good, they have frameworks with CCS.

 

I managed to get them to hold pricing for 7 years.

 

Wouldn't want to be fixing pricing for 7 years. Our quoted prices from Ricoh were 1/3 less than 4 years ago, wouldn't want to be paying the current price for another 3 years!

[PotNoodleTech]

Agreed, we've moved to a 3 year contract from 5 to give added flexibility and ability to leverage the reduced costs as time goes by.