Ordering Instructions

RFP#15-213

Purchasing/Leasing of Copiers, MFD’s,

High Speed Laser Printers, Wide Format Machines

& Scanners, Software & Service Management Solutions

July 23, 2015

Ordering Instructions for KCDA Members

KCDA Members will be able to lease or purchase Toshiba devices and order service maintenance.

Order Procedure

  1. Please confirm your organization's membership with KCDA ( . If you have any questions or need help in becoming a member of KCDA, please contact Shawne Anderson at: 425-282-0683; email:
  2. Send a copy of your PO and the Toshiba Dealer proposal via fax to Shawne Anderson at: 253-395-5402. Proposal and PO must include complete contact information for the purchasing agency and the Toshiba Dealer. Please list contract #15-213 on all paperwork.
  3. Upon KCDA's verification of membership and pricing, KCDA will forward the PO and proposal to Toshiba Dealer for processing within 48 hours.
  4. Toshiba Dealer or Funding Source will invoice KCDA member upon installation of equipment by Toshiba dealer.

Ordering Procedure Process:

Step 1: The KCDA member accesses the KCDA website and clicks on the Toshiba Portal Access.

Step 2: The KCDA member chooses a dealer from the Dealer List to contact for a quote[1].

Step 3:The Dealer will complete a Quote Form and forward to the KCDA member.

Please note: If the pricing is lower than published and negotiated, it must be indicated in the quote with the following verbiage: “The pricing was for three or more machines and negotiated.”

Step 4: The KCDA member will complete the appropriate paperwork. There are specific documents and forms needed for lease acquisitions, purchases, and maintenance:

LEASE ACQUISITIONS
Lease
Paperwork Required
(to be sent to Dealer) / Pre-Approval Quote to KCDA
KCDA has an order approval process which requires the member to submit the “proposal” (a.k.a. “quote) and PO to KCDA for approval first. Therefore, the following must be submitted to KCDA 1st:
  • Quote Sheet
  • P.O.
  • On the PO, reference the contract # and year of the contract, including renewals (contract begins June 18, 2015), here is an example:
“RFP#15-213 Digital Copier/Multifunctional Devices/Faxes/Scanners, Year 1 of 5.”
*Please note: KCDA Member will be invoiced separately for any special delivery/expedited requirements (i.e., stair climber) by installing dealer. Dealerswill give a quote before delivery.
When Ordering from a Dealer Directly:
KCDA/Dealer Name-Toshiba
PO Box 5550
Kent, WA 98064-5550
Ref: RFP# 11-213
FAX: 253-395-5402
When Ordering from Toshiba Directly:
KCDA/Toshiba
PO Box 5550
Kent, WA 98064-5550
Ref: RFP# 11-213
FAX: 253-395-5402
Once accepted by KCDA, KCDA will forward approved paperwork to Dealer and/or Toshiba within 48 hours.
Post Approval Paperwork to Servicing Dealer
While Dealer/Toshiba will have the Quote and PO, Member must now complete other paperwork:
  1. Signed Lease Agreement (Operating (FMV) or Standard (Capital) or Lease with Maintenance (CPI))


  • Capital Lease Addendum must be submitted with the Master FMV Lease and Schedule for Capital Lease acquisitions – the Addendum changes the purchase option.
  1. Credit Application

  1. Assignment Letter

  1. Tax Exemption Certificate (if applicable)

Lease
Payment
Information / Check Payment:
U.S. Bancorp Business Equipment Finance Group
P.O. Box 790448
St. Louis, MO 63179-0448
Taxpayer ID: 930594454 / Credit Card Payment:
To pay by credit card, KCDA member must:
  1. Complete USBank Credit Card Authorization form.
  2. Fax to number on the form.

Payments processed at the following location:
U.S. Bancorp Business Equipment Finance Group
1310 Madrid Street, Suite 101
Marshall, MN 56258
ATTN: Toshiba GEM Leasing Team
USB will call KCDA Member monthly to verify the amount that they will charge. USB doesn’t automatically draw from the credit card. The amount changes due to the addition of machines and the amount may change from month to month.

For Purchase Acquisitions, the KCDA member may purchase though a dealer directly or through Toshiba.

-When ordering through a dealer, remember to include the dealer name when completing the PO.

-When ordering though Toshiba, please note the three (3)Pay To addresses based on customer zip code.

PURCHASE ACQUISITIONS
Purchase
Paperwork Required
(to be sent to dealer to process) / Pre-Approval Quote to KCDA
KCDA has an order approval process which requires the member to submit the “proposal” (a.k.a. “quote) and PO to KCDA for approval first. Therefore, the following must be submitted to KCDA 1st:
  • Quote Sheet (once completed by Dealer)
  • P.O.
  • Insert the Following Information on the PO:
Reference the contract # and year of the contract, including renewals (contract begins in June 18, 2015), here is an example:
“RFP#11-213 Digital Copier/Multifunctional Devices/Faxes/Scanners, Year 1 of 5.”
When Ordering from a Dealer Directly:
KCDA/Dealer
PO Box 5550
Kent, WA 98064-5550
Ref: RFP# 15-213
FAX: 253-395-5402
When Ordering from Toshiba Directly:
KCDA/Toshiba
PO Box 5550
Kent, WA 98064-5550
Ref: RFP# 11-213
FAX: 253-395-5402
*Please note: KCDA Member will be invoiced separately for any special delivery/expedited requirements (i.e., stair climber) by installing dealer. Dealerswill give a quote before delivery.
Post Approval Paperwork to Servicing Dealer
While Toshiba will have the Quote and PO, Member must now complete other paperwork:
  • Credit Application

  • Credit Card Authorization Form (if applicable – see form inserted below)
  • Tax Exemption Certificate (if applicable)

Purchase
Payments
Information / When Ordering from Toshiba Directly:
Check Payments made out to Toshiba and sent to the address below based on Customer Zip Code.
Zip Code: 00100-22899, 35000-84999
Toshiba America Business Solutions, Inc.
File #91399
Chicago, IL 60693
Zip code: 22900-34999
Toshiba America
Business Solutions, Inc.
File #91399
P.O. Box 402483
Atlanta, GA 30384-2483
Zip code: 85000-99999
Toshiba America Business Solutions, Inc.
File #91399
Los Angeles, CA 90074-1399 / When Ordering Through a Dealer:
Check Payment must be made out to each Dealer. Refer to the Dealer List for mailing address.
Credit Card
Information
For
Purchases / Credit Card payments require verification with the Dealer that they are able to accept credit cards for payment of purchased equipment.

Step 5: KCDA will review and forward to Toshiba and/or Dealer for order fulfillment.

Step 6: The KCDA Member will need to complete a separate PO directly to the dealer for maintenance.

Maintenance Orderingfor all Purchase & Lease Acquisitions

Maintenance
Information / Paperwork / Issue to: / Send to:
Separate PO
*Please note: KCDA Member will be invoiced separately for after hour services by servicing dealer. Dealer must give a quote to KCDA member before servicing. / Dealer
See Dealer List. / Dealer
See Dealer List.

Step 7: Order is complete. The dealer will coordinate with the KCDA member on installing the device.

[1] Per the KCDA RFP/Award instructions, KCDA members are required to receive a proposal (“quote”) from the Vendor. This acts as a pre-approval process which is approved by KCDA. The purpose of this process is to ensure that there is active collaboration/interaction between the member and Vendor when selecting product.