MC15-F07
Copiers and Record Management
Contract Term: 1/1/2021 through 12/31/2027
Contract Manager
Stacey Wikar
(413) 992-2516
swikar@mhec.net
Contract Manager
Stacey Wikar
(413) 992-2516
swikar@mhec.net
Featured Suppliers
| Category | Category ID |
|---|---|
| Copiers and Record Management | 22898 |
| MC15-F07 Contracts | 22897 |
| Records Management | 22921 |
| Scanning Services-Offsite | 22917 |
| Scanning Services | 22929 |
| Copiers | 22899 |
| Supplies & Services | 22900 |
| Terms Disclaimer | 22905 |
| Catalog | 22943 |
| Company Overview | 22904 |
| Consumables | 22942 |
| Entry Production Color | 22932 |
| Light Production Equipment | 22935 |
| Nuvera Digital Production Systems | 22936 |
| Office Digital Products | 22937 |
| Office Solutions | 22934 |
| Operating System Software | 22938 |
| Produciton Color | 22939 |
| Profesional Services | 22919 |
| PSG Monochrome/ Color | 22933 |
| Scanners | 22638 |
| Single Function Printers | 22940 |
| XMPie | 22941 |
| Copier Maintenance & Services | 22914 |
| Copier Supplies | 22924 |
| Copiers/ Copier Leases | 22912 |
| Digital Duplicators | 22948 |
| Copiers, Toner, Parts and Service | 53107 |
| Supplies and Services | 22950 |
| Shredding Services | 22918 |
| Copier Maintenace & Service | 22902 |
| Document Management | 22903 |
| Copier Hardware & Services | 22907 |
| Mobotix | 22908 |
| Product Information | 22910 |
| Solutions | 22909 |
| Managed Print Services | 22913 |
| Production Print Equipment | 22915 |
| Supplier | Category IDs | State Availability | Diversity Identifier |
|---|---|---|---|
| William B. Meyer, Inc.: F07 | ,17374,22898,22897,22921, | CT, MA | |
| Datamerj, Inc.: F07 | ,17374,22898,22897,22917, | CT, MA, ME, NH, RI, VT | Veteran Business Enterprise, Small Business (under 50 Employees) |
| Valley Green Shredding, LLC: F07 | ,17374,22898,22897,22929, | CT, MA, ME, NH, RI, VT | Veteran Business Enterprise, Small Business (under 50 Employees) |
| Sharp Electronics Corp: F07 | ,17374,22899,22898,22897,22900,22905, | CT, MA, ME, NH, RI, VT | |
| Xerox Corporation: F07 | ,17374,22943,22904,22942,22899,22898,22932,22935,22897,22936,22937,22934,22938,22939,22919,22933,22638,22940,22905,22941, | CT, MA, ME, NH, RI, VT | |
| Riso Inc: F07 | ,17374,22914,22924,22898,22912,22948,22897,22905, | CT, MA, ME, NH, RI | |
| Epson America, Inc.: F07 | ,17374,22898,53107,22897,22950, | CT, MA, ME, NH, RI, VT | |
| VRC Companies LLC DBA Vital Records Control: F07 | ,17374,22898,22897,22919,22917,22918, | CT, MA, ME, NH, RI, VT | Small Business (under 50 Employees) |
| Boston Document System: F07 | ,17374,22899,22898,22897,22900, | CT, MA, ME, NH, RI, VT | Small Business (under 50 Employees) |
| Canon Solutions America: F07 | ,17374,22904,22902,22898,22903,22897,22905, | CT, MA, ME, NH, RI, VT | |
| Konica Minolta Business Solutions USA Inc: F07 | ,17374,22904,22907,22898,22897,22908,22910,22909,22905, | CT, MA, ME, NH, RI, VT | |
| Toshiba America Business Solutions Inc: F07 | ,17374,22904,22898,22912,22913,22897,22915,22905, | CT, MA, ME, NH, RI, VT |
| Brand | Brand ID |
|---|---|
| William B Myer | 22922 |
| Datamerj | 22928 |
| Valley Green Shredding, LLC | 22930 |
| Sharp Electronics | 22931 |
| Xerox Corporation | 22944 |
| RISO, Inc. | 22949 |
| Epson | 17849 |
| Epson America | 18347 |
| EOS APPROACH, LLC DBA PROSCAN SOLUTIONS/PROSHRED SECURITY | 22920 |
| Printer Pro Solutions, Inc | 22901 |
| Canon Solutions America, Inc. | 22906 |
| Konica Minolta Business Solutions | 22911 |
| Toshiba America Business Solutions, Inc. | 22916 |
| Supplier | Brand IDs | State Availability | Diversity Identifier |
|---|---|---|---|
| William B. Meyer, Inc.: F07 | ,22922, | CT, MA | |
| Datamerj, Inc.: F07 | ,22928, | CT, MA, ME, NH, RI, VT | Veteran Business Enterprise, Small Business (under 50 Employees) |
| Valley Green Shredding, LLC: F07 | ,22930, | CT, MA, ME, NH, RI, VT | Veteran Business Enterprise, Small Business (under 50 Employees) |
| Sharp Electronics Corp: F07 | ,22931, | CT, MA, ME, NH, RI, VT | |
| Xerox Corporation: F07 | ,22944, | CT, MA, ME, NH, RI, VT | |
| Riso Inc: F07 | ,22949, | CT, MA, ME, NH, RI | |
| Epson America, Inc.: F07 | ,17849,18347, | CT, MA, ME, NH, RI, VT | |
| VRC Companies LLC DBA Vital Records Control: F07 | ,22920, | CT, MA, ME, NH, RI, VT | Small Business (under 50 Employees) |
| Boston Document System: F07 | ,22901, | CT, MA, ME, NH, RI, VT | Small Business (under 50 Employees) |
| Canon Solutions America: F07 | ,22906, | CT, MA, ME, NH, RI, VT | |
| Konica Minolta Business Solutions USA Inc: F07 | ,22911, | CT, MA, ME, NH, RI, VT | |
| Toshiba America Business Solutions Inc: F07 | ,22916, | CT, MA, ME, NH, RI, VT |
No modifications have been made to this contract.
- All Terms & Conditions contained in the IFB for MC15-F07 and the bidder's response to the
IFB are incorporated herein. Any modification or amendment of any provision of this Contract
must be in writing and bear the signature of each partys duly authorized representative.
Exceptions that were mutually approved upon will be outlined in the suppliers contract titled:
"Special Instructions". In the event of a conflict between the terms of the IFB, bidders
response and/or the terms set forth in this Contract, the following order of precedence shall
control:
a) Terms in this Contract,
b) Any correspondence between MHEC and the Bidder clarifying the bidders response
c) Bidders response to IFB
d) IFB - Suppliers are required to market products and services to the MHEC membership directly and
continue to promote sales volume through quality and superior service. - Upon request, suppliers will supply individual written quotes based on the terms of their
individual contract, i.e., if pricing is based on a discount off list, the quote will show current list,
contract discount and net price. If based on a markup over dealer net, it will show dealer cost,
contract markup and MHEC Net Price. - Discount pricing may be offered to a member above and beyond this contract discount
structure in the form of: Special Deals, Sales Catalogs or Bulletins, Promotional Sales, and
Additional Volume Discounts through special quotes for committed dollar purchases, so long
as the same pricing will be offered to all current and future member customers who meet the
same criteria for the special pricing. - Use of the contract is left to the discretion of each respective member. No guarantee of
volume has been made to the supplier. - Suppliers will make every effort to identify purchasers contacting them to determine MHEC
membership and extend the MHEC pricing and any benefits. Any customer who meets the
MHEC criteria for membership within the 6 state region such as following list, will be afforded
the opportunity to join the MHEC prior to finalizing the sale. (Please refer customer to
www.mhec.net for membership process)
1. Non-profit, public and private colleges / universities
2. Not for profit technical, charter, and vocational schools
3. Municipalities including K-12, and Libraries - All discount percentages & pricing as stated in this contract will remain as is for the life of this
contract. - The supplier will ship and bill the material requested on each purchase order directly to the
respective member. Substitutions will not be allowed without the consent of the ordering
department - Either party may terminate this contract for convenience, without penalty, upon Sixty (60) days
written notice to the other party - For Members:
You may be required to use a website, a vendor special code or a participating agreement to
obtain the contract benefits and receive special contract pricing. - This contract contains installation and services which may fall under a State's prevailing wage
laws and guidelines of the MHEC PUBLIC members. In addition depending on the situation or
circumstances, state laws or state procurement guidelines, the MHEC PUBLIC members may
be required to obtain separate quotes or publicly bid installation services - Wage Rates: Please visit each States Department of Labor and Development referencing
details or Prevailing Wage Rates and how they are to be paid on State Jobs and how payroll
records are to be maintained. Per the AG, Division of Occupational Safety, prevailing wage
rates are subject to change annually. Each job performance must include an updated
prevailing wage rate chart. It is the responsibility of the contracted supply partner to request
this from the member requesting service. Note that several of our schools are public and it is
the vendors responsibility to follow the wage rate guidelines if necessary. This list is included
but not limited to New England. It is the responsibility of the supplier to request prevailing
wages from members when performing services where prevailing wages apply.
MA -
http://www.mass.gov/?pageID=elwdagencylanding&L=4&L0=Home&L1=Workers+and+Unions
&L2=Wage+and+Employment+Related+Programs&L3=Prevailing+Wage+Program&sid=Elwd
CT- http://www.ctdol.state.ct.us/wgwkstnd/wgemenu.htm
RI - http://www.dlt.ri.gov/pw/
VT - http://www.vtlmi.info/occupation.cfm
ME - http://www.maine.gov/labor/labor_laws/wagehour.html
NH - http://www.labor.state.nh.us/ - The MHEC recommends that all members review any lease to make sure it is acceptable to
your legal counsel. All suppliers have been told that schools may exercise this privilege.
Leasing companies treat State Schools as being like IRS 103's. All Private Schools are
501(c)(3) not-for-profit.
STATE SCHOOLS:
a. All monthly lease and maintenance payments should be made Net 30, in arrears.
b. The MHEC recommends that all leases be Fair Market Value leases. This reduces your
monthly payment. At the end of the lease, if you wish to keep the equipment, there would be a
"balloon payment." However, you probably will want to replace old equipment with new
technology. If you insist on a $1 Buyout lease purchase, you will own the equipment at the end.
c. State schools are prohibited from purchasing insurance on property under Chapter 29,
Section 30. The lessor owns the equipment and if they wish to insure their equipment or self
insure, they may add the insurance premium to the monthly invoice.
d. Late payment is governed by Chapter 29, Section 29C and (815 CRR 4.00). The State
Controller sets the interest rate and not the vendor or lessor. It is only payable after 45 days
from receipt of invoice.
e. Leases to agencies of the Commonwealth are subject to cancellation at the end of a fiscal
year for non-appropriation of funds. A lease so cancelled cannot be replaced with a new lease
or purchase of other equipment
f. We recommend that the supplier hold the purchase order for the life of the lease even if the
lease is assigned to a third party. The supplier should invoice, collect and pay the assignee.
g. Maintenance service should be included under any lease.
h. There should be no Security Deposit or first or last month payment under MHEC leases.
i. The monthly rate should hold for the life of the lease and there should be no escalation.
Generally, leases may be for 36, 48 or 60 months.
j. The lessee will always be the member school and not the MHEC.
k. If you need to upgrade or trade a machine during the term of the lease, you may do so by
refinancing the lease, but ONLY with the same supplier.
l. Keep tabs on expiration dates. Many leases automatically renew, if not cancelled, by the
member 60 or 90 days in advance of expiration.
m. Governing law should always be the Commonwealth of Massachusetts or the state where
equipment is installed.
n. Hold harmless clauses are unconstitutional in Massachusetts, for they constitute "the
pledging of the credit of the Commonwealth," which can ONLY be done by the legislature. You should not agree to pay court costs or attorney's fees.
o. Never sign a lease that says "joint and several" liability.
p. Some schools' purchase order terms are required by the Federal Government and cannot
be superseded by a lease. Do not waive your legal rights.
q. MHEC members are subject to taxes, only as allowed by law. Vendor may require the
signing of the UCC document or opinion of counsel letter.
r. Suppliers hold a lien or their property and may inspect any installation by agreement with the
lessee. Do not "move" equipment without notifying the lessor.
s. You are required to keep the equipment in good repair, reasonable wear and tear
acceptable. Do not make third party modifications without approval. Manufacturers' warranties
are to apply under the original supplier, even if the paper is assigned.
t. Make sure those "signing leases" have the authority to do so.
PRIVATE SCHOOLS:
a. Payments may be made in advance.
b. It may be cheaper for you to insure the equipment.
c. Late payment interest may be higher, so it should be avoided by making timely payments.
d. Leases are not cancelable for the full term. However, see "k" above.
e. "p" above will apply to schools doing federal research - All supplies under maintenance must be original OEM parts.
- Included in Cost: Freight, delivery, setup, installation, training, testing. The costs contained
within the Contract include shipping, delivery, setup, installation, training, testing, cleaning hard
drive, removal and disposal for all equipment. Emergency/rush delivery requiring special
shipping and handling will be at Members expense (with prior written approval only). Rush
delivery that occurs as a result of the Suppliers error must be free of charge - Contact Alexander Therkelsen: atherkelsen@mhec.net if you would like to receive a copy of the IFB terms & conditions agreed upon by both the MHEC and Supplier
See individual supplier contracts.
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