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The essential guide to choosing, using and buying photocopiers and Multi-Function Printers for the Public Sector.

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“ By using the new framework, the school is saving 90% on the Xerox MFP agreement, plus over 80% on the service contract.”

Benthal Primary School, Stoke Newington, London

Contents

Scan, Copy, Print, Save | The essential guide to choosing, using and buying photocopiers and Multi-Function Printers for the Public Sector.

3

Scan the market 4

Copy best practice 6

Print without compromise 8

Black & white devices 10

Colour capable devices 12

Save money, time and buy on-line 14

Review your options 16

Compare your current agreement 18

“We wanted to change our photocopier to a different supplier and the RM1599 framework offers unbeatable price options.”

Victoria Infant & Nursery School

4

Scan the market

You’re looking for a copier-printer-scanner. Or should that be a Multi-Function Device? Or a photocopier and Multi-Function Printer? Or simply an MFP? Whatever it’s called, you want a black & white device for everyday documents, or a colour device to add more impact and clarity to reports, presentations and other communications.

That’s it. That’s what you’re looking for and this guide is here to take away every other issue because the market for MFPs in the public sector has changed.

To ensure the best possible value, the Government Procurement Service*, YPO and ESPO have created a new framework for the supply, delivery and servicing of MFPs for schools and universities, Central and Local Government, NHS bodies and other government-funded organisations.

Providing complete transparency in relation to pricing, standardised terms and pre-defined service levels, it offers huge savings on lease costs and per-page rates, fixed prices, and a choice of mono or colour output. Compare those advantages with your current arrangement and you’ll understand why the framework is so welcome.

Called RM1599, the framework was issued as a tender to the open market and many potential suppliers responded. Xerox UK was awarded sole supplier status for a range of devices in Lot 1, and approved supplier status for additional devices and services in Lots 2 and 3. This is your opportunity to discover a smarter way to scan, copy, print and save.

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To make life even easier for you, you can visit our portal where you can get comprehensive information and guidance on the choices available to you. See page 15 for more details.

“ No salesman visit. No pressure. Very competitive rates. Council approved company.”

Headmaster, Llannerchymedd Primary School

6

Copy best practice

What photocopiers and Multi-Function Printers do is pretty straightforward. Inside, they’re technologically advanced but they’re expected to print, copy or scan at the touch of a button.

Choosing, procuring and leasing them is a different story

With literally hundreds of makes and models to choose from, selecting the right device is a challenge in itself. This has to be followed by a procurement process that is open and compliant. Then there’s the lease agreement, often in small print, many times covering scores of pages, sometimes bewildering in its complexity.

The result is that you either spend hours and hours wading through the choices, checking the procurement process, and examining the lease agreement, or you renew your current agreement, trusting your supplier will give you the best value.

Everything just got a lot simpler

The new RM1599 framework changes everything. Quite simply, the Government Procurement Service has done the work for you for devices covered under Lot 1.

• Afullycompliantprocurementprocess has been created

• Fixedpricesofferingsignificantsavings have been agreed

• Arangeof5black&whiteand5colour MFPs has been selected

• Anindustryleading,nationwideServiceLevelAgreementthatguarantees a minimum uptime of 97% has been negotiated.

Instead of you doing all of the hard work, your only task is to choose one of ten MFPs that meets your requirements and then make a direct award, quoting the framework reference number (RM1599) on your purchase order to access the arrangement. That’s it. Best practice just got very easy to copy.

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Visit our portal at www.xerox.co.uk/rm1599 to find out how easy it is to choose your next MFP. See page 15 for details.

“ The Xerox WorkCentre is faster and far superior to the machine it replaced”

Victoria Infant & Nursery School

8

Print without compromise

Even with the leasing of Multi-Function Printers being easier and more transparent, one of your major concerns will still be the reliability and quality of the device itself.

That’s where Xerox comes in, with a deserved reputation worldwide for providing the technology and services that businesses and organisations need to manage documents and data more efficiently and more effectively.

Renowned for their quality, performance, reliability and ease of use, Xerox MFPs combine the key functions of copying, printing and scanning. So you can consolidate the work of multiple printers and copiers into a single device and gain:

• Simplicitywithasinglecontractand a fixed cost per page

• Savingswithextremelycompetitivelease and service charges

• SustainabilitywithachoiceofEnergy Star certified devices.

The Lot 1 range overleaf includes best-value standardised configurations to meet most needs, from simple black & white office copying, through to high-quality colour printing for external communications.

That’s not the end of the story

If none of the Lot 1 range meets your precise requirements, there will still be a device that offers simplicity, savings and sustainability. Xerox has one of the broadest selections of printing technology and services in the industry, from desktop printers to digital presses, all of which can be accessed through Lots 2 and 3, where Xerox has approved supplier status.

Talk to us and our team of experienced product, services and technical specialists can recommend a solution that meets your organisation’s needs.

Call us now: 0870 871 0100

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RM1599 Lot 1

New photocopiers and Multi-Function devices quick reference guide – black & white

Xerox model name

Product image

Full product description A4B&W prints ppm

A4colour prints ppm

Monthly print vol (recom’d)

Servicecharges

Networkscanning

Office finisher(stapling &collation)

Totalpaper capacity

Productdimensions

WorkCentre5325

Floor standing, compact black & white copier/printer with two main front loading adjustable paper trays. Anautomaticdocumentfeederandclearuser interface makes this very ease to use. More advanced features include network scanning, scan to e-mail and scan to USB memory stick. Does not include automatic stapling unit.

25 n/a 5-10k B/W - 0.199p • 1,090

W 597mmD 637mmH 1115mm

WorkCentre5330

Low volume floor standing, compact black & white copier/printer with four main front loading adjustable papertrays.Anautomaticdocumentfeederandclear user interface makes this very ease to use. More advanced features include network scanning, scan to e-mail and scan to USB memory stick. Does not include automatic stapling unit.

30 n/a 5-12k B/W - 0.199p • 3,090


WorkCentre5845

Mid volume floor standing black & white copier/printer, offering high quality output and features like network scanning, scan to e-mail and convenient scan to USB memory stick. 4 front loading paper trays with a capacity of 4,600 sheets. Does not include automatic stapling unit.

45 n/a 10-15k B/W - 0.199p • 4,600


WorkCentre5855

Fast mid to higher volume floor standing black & white copier/printer, offering high quality output with a 2,250 sheet automatic stapling and collation unit, as well as, standard features like network scanning, scan to e-mail and convenient scan to USB memory stick.

55 n/a 15-100k B/W - 0.199p • • 4,600

W 1209mmD 650mmH 1104mm

WorkCentre5865

Fast higher volume floor standing black & white copier/printer, offering high quality output with a 2,250 sheet automatic stapling and collation unit, as well as, standard features like network scanning, scan to e-mail and convenient scan to USB memory stick.

65 n/a 20-110k B/W - 0.199p • • 4,600

W 1209mmD 650mmH 1104mm

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RM1599 Lot 1

New photocopiers and Multi-Function devices quick reference guide – black & white

Xerox model name

Product image

Full product description A4B&W prints ppm

A4colour prints ppm


Servicecharges

Networkscanning


Totalpaper capacity

Productdimensions

WorkCentre5325

Floor standing, compact black & white copier/printer with two main front loading adjustable paper trays. Anautomaticdocumentfeederandclearuser interface makes this very ease to use. More advanced features include network scanning, scan to e-mail and scan to USB memory stick. Does not include automatic stapling unit.

25 n/a 5-10k B/W - 0.199p • 1,090


WorkCentre5330

Low volume floor standing, compact black & white copier/printer with four main front loading adjustable papertrays.Anautomaticdocumentfeederandclear user interface makes this very ease to use. More advanced features include network scanning, scan to e-mail and scan to USB memory stick. Does not include automatic stapling unit.

30 n/a 5-12k B/W - 0.199p • 3,090


WorkCentre5845

Mid volume floor standing black & white copier/printer, offering high quality output and features like network scanning, scan to e-mail and convenient scan to USB memory stick. 4 front loading paper trays with a capacity of 4,600 sheets. Does not include automatic stapling unit.

45 n/a 10-15k B/W - 0.199p • 4,600


WorkCentre5855

Fast mid to higher volume floor standing black & white copier/printer, offering high quality output with a 2,250 sheet automatic stapling and collation unit, as well as, standard features like network scanning, scan to e-mail and convenient scan to USB memory stick.

55 n/a 15-100k B/W - 0.199p • • 4,600

W 1209mmD 650mmH 1104mm

WorkCentre5865

Fast higher volume floor standing black & white copier/printer, offering high quality output with a 2,250 sheet automatic stapling and collation unit, as well as, standard features like network scanning, scan to e-mail and convenient scan to USB memory stick.

65 n/a 20-110k B/W - 0.199p • • 4,600

W 1209mmD 650mmH 1104mm

Service charges: The service charges include all parts and consumables, engineer call outs, telephone and 24/7 on-line support. 11

RM1599 Lot 1

New photocopiers and Multi-Function devices quick reference guide – colour capable

Xerox model name

Product image

Full product description A4B&W prints ppm (upto)

A4colour prints ppm (upto)


Servicecharges

Networkscanning


Totalpaper capacity

Productdimensions

WorkCentre7120

Floor standing colour copier/printer with two main front loading trays, holding over a ream of paper each. The 7120 includes the following features. Scanning to e-mail, scanning direct to USB memory stick, scan to network folder, an automatic document feeder and a 100 sheet tray for heavier stock.

20 20 4-8k

B/W 0.199pColour1.99p

• 1,090W 585mmD 640mmH 1132mm

WorkCentre7830

Mid volume floor standing colour copier/printer, offering high quality output and features like network scanning, scan to e-mail and scan to USB memory stick, 4 front loading adjustable paper trays and an automatic document feeder. No automatic stapling.

30 30 8-12k


• 2,180W 1064mmD 699mmH 1149mm

WorkCentre 7845

Mid volume floor standing colour copier/printer, offering high quality output and features like network scanning, scan to e-mail and scan to USB memory stick, 4 front loading high capacity paper trays and an automatic document feeder.No automatic stapling.

45 45 12-18k


• 3,140W 1064mmD 699mmH 1149mm

WorkCentre7855

Mid to high volume floor standing colour copier/printer, offering high quality output and features like network scanning, scan to e-mail and scan to USB memory stick, 4 front loading high capacity paper trays and an automatic document feeder. Includes a 2,000 sheet automatic collation and multi-position stapling unit.

55 50 15-22k


• • 3,140W 1666mmD 699mmH 1149mm

ColorQube 9303

High volume colour copier/printer using environmentally friendly solid ink technology, offering high quality output with automatic stapling and collation as well as standard features like network scanning and scan to e-mail. Includes 3 front loading trays and bypass tray.

70 70 75k


• • 3,300W 1651mmD 722mmH 1156mm

12

RM1599 Lot 1

New photocopiers and Multi-Function devices quick reference guide – colour capable

Xerox model name

Product image

Full product description A4B&W prints ppm (upto)

A4colour prints ppm (upto)


Servicecharges

Networkscanning


Totalpaper capacity

Productdimensions

WorkCentre7120

Floor standing colour copier/printer with two main front loading trays, holding over a ream of paper each. The 7120 includes the following features. Scanning to e-mail, scanning direct to USB memory stick, scan to network folder, an automatic document feeder and a 100 sheet tray for heavier stock.

20 20 4-8k


• 1,090W 585mmD 640mmH 1132mm

WorkCentre7830

Mid volume floor standing colour copier/printer, offering high quality output and features like network scanning, scan to e-mail and scan to USB memory stick, 4 front loading adjustable paper trays and an automatic document feeder. No automatic stapling.

30 30 8-12k


• 2,180W 1064mmD 699mmH 1149mm

WorkCentre 7845

Mid volume floor standing colour copier/printer, offering high quality output and features like network scanning, scan to e-mail and scan to USB memory stick, 4 front loading high capacity paper trays and an automatic document feeder.No automatic stapling.

45 45 12-18k


• 3,140W 1064mmD 699mmH 1149mm

WorkCentre7855

Mid to high volume floor standing colour copier/printer, offering high quality output and features like network scanning, scan to e-mail and scan to USB memory stick, 4 front loading high capacity paper trays and an automatic document feeder. Includes a 2,000 sheet automatic collation and multi-position stapling unit.

55 50 15-22k


• • 3,140W 1666mmD 699mmH 1149mm

ColorQube 9303

High volume colour copier/printer using environmentally friendly solid ink technology, offering high quality output with automatic stapling and collation as well as standard features like network scanning and scan to e-mail. Includes 3 front loading trays and bypass tray.

70 70 75k


• • 3,300W 1651mmD 722mmH 1156mm

13Service charges: The service charges include all parts and consumables, engineer call outs, telephone and 24/7 on-line support.

“ We’re saving £939 a year, that’s 54%.”

LyndaBegley,Administrator, Victoria Infant & Nursery School

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Save money, time and buy on-line

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If you’re in the process of procuring a device, you’ll be under pressure to reduce costs and increase efficiencies.

In cost terms, the agreement offers significant financial advantages:

• Savingsofupto46%onthe lease cost**

• Savingsofupto49%on click rates**

• Leasingcostsfromjust£5perweek

• Zeropriceincreasesthroughoutthe contract.

In efficiency terms, the agreement provides further benefits:

• Apre-definedlistoftheverylatestMFPs chosen by experts familiar with public sector needs

• Theabilitytomakeafullycompliant direct award simply by quoting the framework reference number (RM1599) on your purchase order.

• ServiceLevelAgreementssupported with penalty payments

• Supportfromprocurementgroupswith full contract management reducing the time-consuming procurement process.

Buy on-line securely

The process is now even simpler. AwebportalcoveringtheXeroxproducts and services available under the RM1599 Lot 1 framework gives you a single point of access for comprehensive information on products and procurement.

You’ll find a list of pre-defined, pre-approved MFPs, product comparison facilities making it easy to find the one that suits you, and a cost calculator to help you work out how much you can save over your current contract.

With easy to use e-commerce facilities, you’ll find it’s a secure, safe way to buy your next photocopier. Just login to www.xerox.co.uk/rm1599

If an offer on an MFP not covered by RM1599 sounds too good to be true, it probably is too good to be true. Beware of obsolete, end-of-life devices with sub-standard features and potential maintenance problems.

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Review your options

Choosing a Multi-Function Printer (MFP) isn’t as simple as picking one from a list. There are questions you’ll need answers to, and extra functionality you could be looking for.

Define your requirements

It’s worth taking the time to understand what you intend the MFP to do now and in the future. Choosing a basic model, for example, may be inadequate for your requirements, while a high volume, high specification model might cost more than you need to pay and give you features you never use.

Aswellasfunctionslikeprintingandcopying, there may be additional features that could improve your work efficiency. Could you benefit from digital scanning, for example, allowing you to store your paperwork in a digital format? If you produce a lot of long documents or reports, would collation and stapling be a preferred option? Would a colour

capable device that the RM1599 agreement has made far more economic than you might think be preferable to a black & white device?

Answerjustthreequestions

To help you define what kind of device your organisation will need, there are three basic questions:

• Whattypeofoutputdoesyourorganisation need? Black & white or colour?

• Whatkindoftaskswouldyoulikeyour device to perform? Copying and printing alone, or the collation and stapling of documents as well?

• Howoftendoyouanticipateusingthe device? When selecting your device be sure to understand your peak volumes not just the average.

Answerstoquestionslikethese will help ensure the MFP you choose today will still be the device you need in the future.

17


To help you make your decision, you’ll find a handy product comparison page on our portal at www.xerox.co.uk/rm1599. See page 15 for details.

Check the service copy charge in your current agreement carefully. If it’s more than 0.199p*** per black & white page and 1.99p*** per colour page, you’re payingtoomuch.Againandagain and again and again…

18

Compare your current agreement

If you have a current leasing agreement that’s coming up for renewal, this is the perfect time to think about the new RM1599 framework. Compare the Total Cost of Ownership (TCO) and the service you receive, and it’s guaranteed that you’ll be pleasantly surprised.

Calculate the TCO

The TCO is the quarterly lease rental charge plus the quarterly service charge (your print volume x your pence per copy). For similar MFPs, the Xerox cost under the framework agreement will be considerably lower, giving you the option to save money or upgrade your device and gain added functionality.

Addupthesupport

The support you receive from your MFP vendor is almost as important as the total cost. What happens if your device breaks down, for example?

To help you get the best level of service, we suggest you ask the following questions:

• DoesthevendorchargethesamecostperpageforA3andA4?

• IstheA4costthesameforportraitand landscape copies?

• Whatistheirserviceresponsetime?

• Whatdeviceavailabilityisguaranteed in the Service LevelAgreement?

• Whattrainingisavailable?

• Isthereadelivery/collectioncharge

• Doesthedevicesupport automatic meter readings rather than manual readings?

Alongsidetheseday-to-dayconcerns,different sized organisations also have varying criteria that MFPs should meet such as reliability, productivity, sustainability, and security. Your vendor should understand how to meet the specific needs of your organisation and give you qualified, trusted advice.

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To help you work out how much you can save over your current contract, you’ll find a cost calculator on our portal at www.xerox.co.uk/rm1599. See page 15 for details.

©2013XeroxCorporation.Allrightsreserved.XEROX®,XEROXandDesign®are trademarks of Xerox Corporation in the U.S. and/or other countries.

www.xerox.co.uk/rm1599Tel: 0870 240 0234

“ We have had fantastic service from Xerox and the lovely colour copies we have around the school make such a difference, sensory stimulation is so significant in our special needs environment.”

Jack Tizard School

* Government Procurement Service, an executive agency of the Cabinet Office, in partnership with YPO and ESPO, has announced the award of the new Public Sector procurement framework (Ref: RM1599) for the supply, delivery and service of multifunctional printing and copying devices.

**AsstatedontheGovernmentProcurementServicewebsite.

***These prices relate to RM1599, Lot 1 prices only. 0.199p can be represented as £0.00199 1.99p can be represented as £0.0199 Please check your current invoices to ensure you compare like for like charges.

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