USER HELP GUIDE
State Term Contract 600-340-06-1
Copying and Facsimile Equipment, Maintenance and Supplies
The following document provides informationthat will assist your organization in the process of selecting equipment and/or working with vendors who are presenting their equipmentto you.
Included in this User Guide are 3 items to help you in your decision making:
- Pages 1-2 offers suggested questions for you to ask a vendor about their equipment, networkability and installation requirements.
- Pages 3-5 offers a “NETWORK EVALUATION TOOL” form to be filled out by you,the purchaser, to help the vendor better understand your equipment needs.
- Page 6 offers a “SELECTION CRITERIA WORKSHEET” formthat will guideyou in comparingyour current equipment to proposed equipment to help you better determine if the proposed equipment will meet your future work requirements.
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VENDOR QUESTIONAIRE
- Do you support the following networks and at what level?
VersionComments
a. Novell
b. NT
c. Unix
d. Other
- What printer languages do you support and at what level?
VersionComments
a.PCL
b. Postscript
c. Adobe
d. Other
- Is the software on this equipment upgradeable?
Yes No
- Does your company have a statewide digital support group?
Yes No
If yes then:
How many years has this support group been in place?
How many of your staff are level 3 Microsoft certified?
How many of your staff are Novell certified?
How many or your staff are Unix certified?
- Provide a toll free phone number that a key operator/network administrator can call for help concerning network issues as they relate to your product.
- How many hours should it take to install this equipment?
- In addition, please provide the names and certifications of the systems engineer and other members of the installation team responsible for installation and connectivity.
NameCertification
NETWORK EVALUATION TOOL
{Digital Connected Support Survey of Customer’s Site}
Authorized Dealer Information:
Dealer Name andAddress:
Engineer:
Sales Rep:
Phone #:
Email:
Customer/Agency Information:
Customer:
Address:
Phone #:
Fax #:
Primary Contact:
Title:
Phone #:
Email:
Technical Contact
(Network Administrator):
Title:
Phone #:
Email:
Market Segment:
State Government
CountyGovernment
City/Municipality
Education Institution
Other
Document Types:Pages/Job Notes
General office (text)
Presentation/Diagrams (graphics)
Manuals, Training documents (text/graphics)
Brochures/Mailings (graphics/text)
Other
Configuration Base & Options:
Copying
Printing
Faxing
Scanning
Options:
Network Fileservers:
SoftwareVersion
Windows NT
Novell NetWare
Appleshare Server
Other
Network Protocol:
TCP/IP
IPX/SPX/IP(Novell)
NetBIOS, NetBEUI (Windows)
Ether Talk(Macintosh)
LPR and Socket Printing
Other: (DHCP, WINS, BOOTP, SMTP, SNMP)
Network Wiring:
10BaseT (UTP, RJ45)
100BaseT (UTP, RJ45)
10Base2 Tinnet (Coax, BNC)
Token Ring
FDDI (Fiber Optic)
Other
PC Workstations:
SoftwareVersion
Windows 2000/XP
Microsoft Exchange/Office
Windows 98
Windows NT Workstation
Adobe PhotoShop
(for scanning)
Other
Unix Workstations:
SoftwareVersion
Solaris 2.5.1
(or higher)
Macintosh Workstations:
SoftwareVersion
Macintosh Systems 7.5.1
(or higher)
Adobe PhotoShop
(for scanning)
Customer/Agency Applications:
VersionVersion
Illustrator Excel
InDesign PhotoDraw
PageMakerPowerPoint
PhotoShopPublisher
Draw Word
WordPerfect Quark Xpress
Freehand Other
Access Other
OtherOther
IMPORTANT REMINDERFORSTATE OF FLORIDA AGENCIES ONLY:
Prior to leasing equipmentthat has an annual cost that is anticipated to exceed the purchasing Category Two threshold,State of Florida Agencies are required to request approval of the Comptroller/CFO in accordance with CM No.4 and CM No.7. Refer to the Comptroller’s Checklist for requesting Department of Financial Service’s approval to lease equipment. This is not a mandatory requirement for political subdivisions using this contract.
SELECTION CRITERIA WORKSHEET
{For Internal Customer Use}
CONTRACT NUMBER:SPECIFIC MACHINE LOCATION:
PROPOSED MACHINE MAKE/MODEL:
TYPE/CLASS:ACQUISITION PLAN:
REPLACEMENT FOR:
DATE ACQUIRED:
AUTHORIZED DEALER:CITY:
EVALUATION OF NEED:
- Determine monthly volume by recording three consecutive monthly meter readings and/or review of three consecutive monthly invoices.
Current EquipmentProposed Equipment
Machine Make/Model
Average Monthly Volume
Machine Speed Copies/Minute
Paper capacity
Machine Features:YesNoYesNo
Auto Document Feed
Magnification
Duplexing Capability
Finishing Capability
Sorting/Collating
Image Counter
Print Controller/NIC Cards
- Monthly cost is determined by averaging cost data from three (3) consecutive monthly invoices.
Current EquipmentProposed Equipment
Average monthly Lease price$ $
Average monthly copy charges$ $
Purchase Price (if applicable)$ $
Amortized over 36 months$ $
Monthly Maintenance Cost$ $
Installation Cost$ $
Removal Cost$ $
TOTAL COST$ $
Cost Difference:(Plus)$
(Minus)$
Justification: (Give brief explanation of machine and cost differences)
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