Financial Services

Procurement Services: Multi-Functional Devices

Introduction

After completing a competitive and comprehensive RFP process in partnership with the University of Guelph, Fanshawe College, and Trent University, Western Procurement Services and ITS is pleased to announce a new vendor agreement with Toshiba of Canada and OE Canada Inc. to replace the current fleet of Toshiba Multi-Function Devices (MFD’s) with new leading edge Multi-Functional Devices.

The bidding process identified Toshiba of Canada and OE Canada Inc as the best value for the University and the new equipment includes enhanced features and functionality that will assist departments with productivity gains at an extremely competitive cost.

The new technology includes many new enhancements and features: faster operating system, higher quality colour production, high speed scanning with preview, larger document feeder capacity.

The transition from the current Toshiba fleet to the new Toshiba fleet will occur during the summer months.  Training sessions will be scheduled; however, the operator panels on the new Toshiba systems are very similar to what you have been using with the existing fleet. Further notice will be given on this process as it becomes available.

Please contact mfd@uwo.ca if you have any questions or concerns.

Contract

The term of the contract is 5 years expiring August 31, 2021. OE Canada is responsible for keeping the MFD’s functioning ‘as new’ throughout the duration of the contract.

Equipment Replacement Mapping

Below you will find the proposed upgrade mapping to your new Toshiba model.  To assist in expediting the implementation process, OE Canada has assessed your current system configurations and volumes.  Your new equipment configuration will be based on these parameters. 
An information sheet is available for each Replacement Model identified below by following the links.

Speed

Current Model

Replacement Model

Desktop Equipment

Samsung 6250 /6260

Lexmark   XC-2132
Lexmark XM-1145

25-45 prints per minute

e-Studio 2540c / e-2555c
e-Studio 3540c / e-3555c
e-Studio 4540c / e-4555c

e-Studio   2505AC
e-Studio   3505AC
e-Studio   4505AC

45+ prints per minute

e-Studio 6540c

e-Studio   6506AC



Cost Comparison – Existing to Current

cost comparison

The information contained in the Cost Comparison file is confidential and only applies to Western University. Western Authentication is required.

Delivery Schedule

delivery  Click here for delivery schedule.

Your new Multifunctional device will be installed according to the delivery schedule. The department contact for your area will have more details of the implentation. Western Authentication is required.

Manuals/Quick Reference

To download a copy of your MFD manual go to Toshiba Support, → "Color Copier" → Model Number

Toner/Supplies

Automatic Toner Replenishment service for your MFD is now at Western!  Toner will be monitored remotely by OE Canada and when toner is required it will automatically be sent.  Read about the service here

Supplies for your new Toshiba MFD can be ordered directly from OE Canada through Mustang Market or by calling 519-685-1999.
There is no charge for the toner as this cost is covered within the MFD’s cost-per-copy cost structure. There is a charge for staples.

The approved paper for MFDs should be ordered through Mustang Market from either Grand and Toy or Staples.  The standard paper items codes have been provided below.

Paper   Size

Staples

Grand   and Toy

Letter (8 ½ x 11)

STP17029

99115

Legal (8 ½ x 14)

STP19047

99121

Ledger (11 x 17)

STP17031

99630

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Toshiba, Samsung and Lexmark Toners (All old and present toners form the OE Canada MFD contract) are eligble for recycling through our existing programs provided by Grand & Toy and Staples.

Empty Toner cartridges can be returned by;

Grand & Toy - Complete the form at the Think link on the Grand & Toy site in Mustang Market
Staples - e-mail easyservice@staples.com (include Account# 372578)

 If you unable to complete these steps, toners can be given directly to the stationery delivery driver for recycling.

Billing

The billing structure for this contract will remain the same as the previous contract. Each MFD will have a quarterly lease rate and a cost-per-copy rate for both black and white and colour copies. Departments will be billed quarterly in arrears for both the lease charge and the cost-per-copy volume charge for that period.

Equipment Information Sheets/Costing

The information contained in the Equipment Information sheet is confidential and only applies to Western University. Western Authentication is required.

Multifunctional Device
Lexmark XC-2132
Lexmark XM-1145
e-Studio 2505AC
e-Studio 3505AC
e-Studio 4505AC
e-Studio 6506AC

Training Schedule

Your new Toshiba eStudio MFD operates very similar to the equipment you are currently using.  The operator panels on the new devices are very similar. In fact, many users will not experience any interruption while performing their regular work.  This minimal learning curve will certainly assist during the transition period.  In order to ensure everyone is comfortable and confident while using their new devices the following training resources are available:

Book Additional/Advance Training

Additional user training can be scheduled on a departmental user basis after the implementation for the area has been completed.  This training can provide advanced user training, function review or general knowledge depending on the requirements of the department.  Please contact Dave Smith at OE Canada to book this training.
dsmith@oecanada.com

IT/Technical

http://uwo.ca/its/mfd/

Contacts

OE Canada

Dave Smith
519-649-5066
dsmith@oecanada.com

Western

Please contact mfd@uwo.ca

Procurement
Peter Jeffs ext. 84584
ITS
Ken Gilliland ext. 86652