Office Equipment | Photocopiers & MFDs
MFDs
Contracted Photocopier Suppliers
Contracted Printroom Suppliers
Contact The Photocopier Team for: • Free,
impartial, expert advice.
• Contract
designed specifically for public sector establishments.
• No
complicated lease documents to sign.
• Guidance • Full
back-up support of KCS if things go wrong.
• Some
of the most competitive pricing around.
• Terms
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throughout the whole process.
and conditions to protect you.
Email | ksales@kent.gov.uk
Don’t sign anything until you’ve discussed it with us on:
01622 605458 www.kcswebshop.co.uk
Photocopiers & MFDs | Office Equipment
Questions and Answers about the KCS Contract What equipment is covered by the KCS contract?
KCS can supply a full range of mono equipment from small desktop devices capable of copying, printing, scanning & faxing (ideal for the small office or single user) up to large capacity reprographics and print-room devices with multiple finishing options. We also supply a wide range of colour-capable devices from small office copiers up to graphics-quality, high definition digital colour printers. Under the KCS contract our suppliers can also offer a range of accounting, management and routing software to maximise the use of assets and lower costs, as well as a document solutions consultancy service for the larger, multi-user environment. Please contact us for more details about these services.
Which suppliers are on the contract?
The contract features the full range of photocopiers and document solutions from Canon, Konica Minolta, Ricoh and Sharp, as well as highvolume Printroom equipment from Canon, OcĂŠ and Xerox. (Note that Xerox and OcĂŠ are not contracted to supply office photocopiers).
Why should I contact KCS first?
We constantly come across schools and organisations that waste thousands of pounds by committing themselves to non-KCS contracts because they have not taken the sensible precaution of checking with us first. Because we are part of local government, the prices we have negotiated are usually 70% lower than the list price. The advice KCS offers is impartial and based on our knowledge of the marketplace, and we may be able to save you considerable amounts of money in the long term. You can be safe in the knowledge that our contracts comply with all necessary EU & UK procurement legislation.
What do I have to pay for my machine?
KCS offers two ways to cover the equipment costs: rental or purchase. Purchase means you take ownership of the machine and are responsible for disposing of it when no longer required. Rental means that the cost of the machine is spread over a period of either 3, 4 or 5 years. You are committed to the machine for this minimum period. Regardless of how you pay for the machine you will also be charged a cost per copy which covers all toner, service, parts, preventative maintenance and staples. This allows you to accurately budget how much each printed page costs.
What are the benefits of using the KCS contract?
Not only will you benefit from our competitive pricing, but also from the guidance and back-up we can provide. We will guide you through the process from start to finish and will provide support should things go wrong. You also benefit from no hidden charges or fees, no increase in costs during the primary contract, and terms and conditions designed specifically for public sector establishments.
Orderline/Info | 0845 270 8811
Freefax | 0800 243 732
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Office Equipment | Photocopiers & MFDs
Document Feeder Allows the user to scan and copy multiple-page documents in one go. Some document feeders also allow double-sided documents to be scanned automatically.
Bypass Tray A ‘flip-down’ tray which allows heavier paper and card, as well as OHP acetates, to be fed into the machine.
Finisher/Stapler This option allows copied sets of documents to be collated together and stapled. Some finishers staple in the top left corner only whereas some offer multi-position stapling. Saddle stitch or booklet finishers allow booklets to be made which are folded and stapled in the machine.
Copiers explained 1024
Email | ksales@kent.gov.uk
Paper Trays These trays hold the paper onto which printing of your copies takes place. They usually hold between 250 and 500 sheets and machines can have between 1 and 4 trays depending on the model chosen. Certain machines also have the option of a large capacity tray to hold large quantities of A4 paper.
www.kcswebshop.co.uk
Photocopiers & MFDs | Office Equipment
The following questions are to assist you when comparing the features of the KCS contract with those offered by other companies within the market. Is the equipment leased or rented? Equipment provided via KCS is rented. Most other companies operate lease agreements, which involve a third party finance company. This means you will have to pay two different companies for your equipment and service. Kent County Council, like many other local authorities, does not allow schools or other public sector establishments to sign finance lease documents due to the unfavourable clauses contained in them. These will include fees to set the agreement up in the first place, and charges for late payment of invoices. You may also be required to pay by direct debit and many leases have year-on-year service charge increases built in.
terminating due to your establishment closing or an excessively unreliable machine, your contract will be terminated without penalty.
A4R or letterhead paper. Is there likely to be a large requirement for A4 copies which may require an LCT (large capacity tray) to be fitted as well?
What happens at the end of my contracted rental period?
Finishing Options:
With KCS contracts, your machine will be collected free of charge by the supplier, or you can choose to take advantage of discounted rental payments - please call for further details. You must not allow any third party to remove your rented equipment.
If I am having serious problems with my machine who do I contact?
What do you require when printed documents are output from the machine? Offset, Shift Sorting which separates printed sets of documents, Staple Finishing which can staple sets and sort accordingly or Saddle Stitching which folds documents in half and puts a staple in the centre to form booklets. The above information will help us to configure your equipment, however, this is not a necessity as we or our suppliers will discuss your needs with you to attain a suitable specification.
If a problem cannot be fixed using the normal service procedure, you can contact KCS. As an independent body and the contract holder for over 12,000 machines, our SECURITY OF DATA STORED ON KCS rental costs are fixed for the life of the contract. On position allows us to get issues resolved quickly and YOUR MFD HARD-DRIVE efficiently. contracts taken out after April 2008, copy charges will not be increased during the primary contract period. On End users need to understand the security implications older contracts, increases in service costs cannot occur What to consider when choosing of using a copier or printer with a hard-drive and more than once a year and have to be justified to KCS. a Photocopier? consider the day-to-day security of the information held on their MFD (Multi Function Device) as well as What happens if the service levels are Before contacting KCS or a Supplier for a quotation, addressing what happens to a machine’s hard drive not met? please consider the following points so we can configure when it is being replaced or repaired. KCS have been KCS suppliers will pay you compensation should the a specification closely matched to your needs. researching how best to address these issues and with service levels in our contract not be met. You must tell regard to using and decommissioning of machines B/W or Colour: KCS if you are experiencing service problems so we can we can now offer the following services for new and With the price of copying in colour generally decreasing, take appropriate action. existing equipment. it could now be a cost-effective option to replace your How much does an A3 copy cost? current b/w machine with a colour-capable copier to Canon KCS charges the same rate as an A4 copy, even on give your documents more impact. These copiers default Secure Data Erase Option – This will overwrite deleted colour copies. to b/w copying to keep your running costs down, and data. you always know just how much a colour page will cost Are there any charges over the rental HDD Encryption Option – Data is encrypted in order you, no matter what the coverage is. and copy costs? to be secure and not readable once the hard-drive is Networked MFD or stand-alone removed. KCS does not charge any other costs. Other companies photocopier: will often charge for administration, delivery, set-up, Konica networking, training and even the collection of the Photocopiers are often used just for producing copies, HDD Data Overwrite Kit – Data can be deleted by those machine at the end of the contract. but many photocopiers now have network capability who own the document or for added security the Hard built in or as an option, so why not use it? What’s included in my copy cost? drive can be overwritten using a number of different Connect the copier to your network and save money methods. KCS includes all toner (including colour), service, parts, immediately on printer cartridges by printing direct preventative maintenance and staples. HDD Encryption Kit – Data is encrypted in order to be from your PC to the copier. Documents can also be secure and not readable once the hard-drive is removed. scanned into a networked copier via the document Who is responsible for insuring my feed and sent to recipients via e-mail. Many copiers equipment? Ricoh can now store regularly produced documents on a Hard KCS contracted suppliers will insure Rented Equipment Purchase of Disk Overwrite Kit – This will erase each Drive to be reprinted on demand. Add a fax board to against loss or damage. However, the customer is your networked copier and you have a Multi-Functional document after completion (up to nine overwrites). responsible for misuse and abuse of the equipment and Retention – Subject to negotiated terms, you can retain Device that can handle all your office needs and save so you should cover for this under your insurance. you money on replacement printer/fax cartridges at the the machine’s hard-drive once it reaches either the end same time. Network installation is free of charge, you of contract or end or life, whichever is soonest. Are there minimum copy volumes? just provide the necessary network point and fax line. Sanitation – Subject to negotiated terms, the hard-drive KCS photocopier suppliers have no minimum copy
Can the costs increase during the life of the contract?
volumes - if you only use 1 copy, you are only charged for 1 copy. Other suppliers may ‘include’ a minimum volume of copies, which you will have to pay whether you produce them or not, and you will be expected to pay excess charges if you do more copies than have been included.
What happens if my copy volumes increase or decrease? Should an increase or decrease in volumes cause reliability issues with your machine, the contract will be terminated without penalty so that you can obtain a more suitable replacement machine from the contracted supplier.
What would I have to pay to terminate my contract early? KCS will only charge you the outstanding rental payments on your contract. Many others will charge you for expected copy volumes as well! If you are
Speed/Volume:
The speed of the photocopier/MFD is often related to the volume it can handle, so it helps to know the volume of copies you are producing on your current machine - just check a previous invoice. Is it coping with the volume or perhaps your output is going to increase or decrease over the next few years? Would you like your new machine to be faster, slower or about the same?
Scanning options: Document feeders are now fitted to most copiers as standard for ease of use and convenient double-siding, but some copiers can have a platen lid fitted instead. These are especially useful and cost-saving for lowvolume or public-access machines.
Paper Supply: Low to mid-volume copiers usually have 2 paper trays fitted as standard, plus a bypass tray. Consider if this is enough or if you require extra trays e.g. for
Orderline/Info | 0845 270 8811
can be cleaned using a mutually agreed process, before leaving your premises.
Sharp Purchase of Data Security Kit – This will protect all data (RAM and HDD) within a machine throughout its working life by encryption and secure erasure of data. Formatting of the HDD – This will delete the data but not securely erase it. Removal or Certified destruction of the HDD – This involves removing the hard-drive and either physically destroying the disc or destroying the HDD motor. All the above options are subject to extra cost. You will notice when we send you a quotation for MFD’s that we do note that security kits are available at extra cost, these are not offered as standard. If this is a requirement please contact the copier team on 01622 605458 for contact details of your local supplier representative who can give you further information.
Freefax | 0800 243 732
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Office Equipment | Photocopiers & MFDs
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Email | ksales@kent.gov.uk
www.kcswebshop.co.uk
Photocopiers & MFDs | Office Equipment
Orderline/Info | 0845 270 8811
Freefax | 0800 243 732
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Office Equipment | Photocopiers & MFDs
Black & White MFDs Ricoh offer an impressive line up of B&W MFDs, with print speeds of 16 to 135 pages per minute, which provides printing, copying, document scanning, faxing in one complete unit, with high quality, fast output. For our customers, it is perhaps just as significant that we have a dedicated team within the region that understands supplying your office equipment is only the start of the service and support we provide. This team is made up of specialists who appreciate the pressures and priorities you face within the education sector, ready to help you control print expenditure, leverage new technologies and streamline workflow.
A genuine shade of green Sustainability is about creating better futures a commitment that Ricoh echoes through our responsible environmental practices. • Ricoh is a Carbon Trust Standard bearer and an accredited ISO 14001:2004 organisation • Ricoh products are Energy Star rated • Ricoh adopts a product lifecycle approach (‘the Whole Journey’) reducing the environmental impact at every step of the lifecycle • All manufacturing sites have ‘Zero waste to Landfill’ status • Ricoh’s green centre is specifically designed to recycle and recover all waste, from toner bottles through to end of life machines
Please visit www.ricoh.co.uk/environment if you are interested in all of our environmental credentials.
MP 2851 & MP 3351
MP 4001 & MP 5001
• Prints and copies at 28 and 33 pages per minute
• Prints and copies at 40 and 50 pages per minute
• The colour scanner offers scan to folder or scan to email. Our optional connectors allow you to scan directly into your document management system
• Advanced security features include Windows, swipe card and pin code authentication to ensure controlled and secure device usage
MP 6001, MP 7001, MP 8001 & MP 9001 • Rapidly processes even the largest of print jobs. Attain speeds of 60, 70, 80 and 90 pages per minute respectively • Colour one-pass duplex scanning • Flexible, professional finishing options, including 100 sheet stapling, z-fold, 2-folding, Z-folding, 3-folding (in and out) and 4-folding, saddle stitch, or production standard booklet making with trimmer and square back finishing
Embedded Microsoft SharePoint Connector
PleaseHill contact Copier Team at KCS on on 01622 Please contact Christine at thethe Kent County Supplies Team 01622605458 605324 or or emailchristine.hill@kent.gov.uk. kcsphoto@kent.gov.uk. Alternatively David Owen Owen at at email Alternatively contact contact David Ricoh UK on 07970 499474 or email david.owen@ricoh.co.uk Ricoh UK on 07970 499474 or email david.owen@ricoh.co.uk
ricoh.co.uk
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Email | ksales@kent.gov.uk
Office Solutions
Production Printing
Managed Document Services
www.kcswebshop.co.uk
Photocopiers & MFDs | Office Equipment
Colour MFDs Ricoh offer an award winning line up of colour MFDs, with print speeds of 20 to 90 pages per minute, which provides printing, copying, document scanning, faxing in one complete unit, with high quality, fast colour output.
Let Ricoh manage your devices
Colourful language - control your departmental print
• @Remote automatically reads device meters for you, ensuring invoices are accurate and hassle free
Adding colour to your documents can dramatically add impact and improve communication. However we understand that this needs to be done in a cost effective way. Our print management software enables you to monitor and manage print output so you can reduce both volume and cost ensuring tighter control over your print budget. Keeping you organised - SIMS connectivity The eCopy SIMS connector enables hard copy documents to be electronically scanned directly from your Ricoh MFD straight into your SIMS Information Management System - effortlessly creating time, space and cost savings.
With Ricoh’s @Remote service Ricoh’s printers and MFDs are automatically monitored and managed saving you time, money and inconvenience.
• Toner is automatically ordered before it runs out, maximising device availability and end user satisfaction • Ricoh is automatically alerted when a fault occurs and provided with diagnostic information to ensure faults are resolved quickly Ricoh has had an environmental management office since 1976 and an extensive catalogue of environmental initiatives, please visit www.ricoh.co.uk/environment if you are interested in all of our environmental credentials.
MP C2050 & MP C2550
MP C4501 & MP C5501
MP C6501SP and MP C7501SP
• Prints and copies at 20 and 25 pages per minute in B&W and colour
• Efficient printing and copying at 45 & 55ppm in B&W and colour
• High Volume Colour MFP for the large, busy office workgroup
• Compact internal finisher – save valuable space with an internal finisher which staples up to 50 pages • Bundled software for usage management – provides colour management and accounting tools
• Control your departmental copy and print with the ability to set volume quotas • Without using your PC you can print directly to the MFD from your USB memory stick • Complete protection of your hard disk drive with Ricoh’s advanced security features as standard
• MP C6501SP prints and copies at 60/65 ppm colour / B&W • MP C7501SP prints and copies at 70/75 ppm colour / B&W • Duplex scanning document feeder - 90 images per minute for double-side colour documents. • Advanced finishing options: Staple Hole punch, Saddle-Stitch Finishers,Cover Interposer, Ring Binder and Professional Booklet Maker
Please contact the Copier Team at KCS on 01622 605458 or Please contactemail Christine Hill at the Kent County Supplies Team on 01622 605324 kcsphoto@kent.gov.uk. Alternatively contact David Owen or at email Ricoh christine.hill@kent.gov.uk. Alternatively contact David Owen at UK on 07970 499474 or email david.owen@ricoh.co.uk Ricoh UK on 07970 499474 or email david.owen@ricoh.co.uk
ricoh.co.uk
Orderline/Info | 0845 270 8811
Office Solutions
Production Printing
Managed Document Services
Freefax | 0800 243 732
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Office Equipment | Photocopiers & MFDs
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Email | ksales@kent.gov.uk
www.kcswebshop.co.uk
Photocopiers & MFDs | Office Equipment Useful Contact Details Canon Service and Installation: Consumables/Toner:
0844 892 0844 0844 892 0844
Meter Reading Submission Tel: Email:
0844 892 0844 cm_local_gov_team@cuk.canon.co.uk
Invoice Queries (KCS):
01622 605 760
Konica Minolta Service and Toner:
0871 574 7200
Meter Reading Submission Tel: Email: Invoice Queries If you are billed by Konica Minolta: If you are billed by KCS:
01268 644 340 meter.readings@konicaminolta.co.uk 01268 534 444 01622 605 760
Ricoh Service and Toner: Meter Reading Submission: Fax: Tel: Email:
0845 744 55 65 / 0845 300 07 50 01604 814 855 01604 814 950 uk.meterbilling@ricoh.co.uk
Invoice Queries If you are billed by Ricoh: If you are billed by KCS:
01604 814 951 01622 605 760
Sharp Service:
0800 138 1436
Meter Reading Submission: Tel: Fax:
0208 734 2329 0208 734 2431
Invoice Queries (KCS):
01622 605 760
OCĂŠ Service and Toner: Toner: Invoice Queries (KCS):
0870 600 6498 0870 600 0623 01622 605 760
Xerox Service and Toner: Invoice Queries (KCS):
0870 900 55 01 01622 605 760
Meter Reading Submission Tel:
0870 400 890260
Please Have Your Machine Model And Serial No. Ready When Calling For All Other Queries Please Contact KCS On 01622 605458
Orderline/Info | 0845 270 8811
Freefax | 0800 243 732
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Office Equipment | Photocopiers & MFDs
The following are the principal conditions common to new photocopier 10 All rental equipment remains the property of the supplier and may only be removed by the supplier or an agent appointed by them and only once KCS has been notified in the appropriate manner, as stated above. The Customer must not, under any circumstances, allow any other third party to take the machine from the establishment unless the Customer has written permission from KCS to do so. If the Customer allows If the establishment closes due to forces a third party to remove the equipment outside your control, then the contract without permission, the Customer will be will be terminated without penalty once all responsible for all rental and copy charges outstanding bills have been paid to KCS. incurred up until the point when the machine The Customer must ensure that there is is recovered by the supplier, as well as any suitable access and enough notice given reasonable costs incurred in locating and for the machine to be removed before the recovering the equipment. If the supplier establishment closes. is unable to recover the machine within 60 days, the Customer will be responsible for 8 Should the Customer experience a significant paying full financial compensation for the increase or decrease in volume of copies loss of the machine as determined by the produced after the commencement of supplier. the contract which makes the Customer’s average monthly volume over 2 quarters 11 Force Majeure: If a state of force majeure outside the recommended boundaries exists at any point during the time the set by the Supplier, and this is verified by machine is installed and the usual process KCS and/or the Supplier, the contract for of billing and remittance in respect of rental that individual machine will be terminated charges cannot be carried out for any without penalty. The Customer will then be reason, the primary period of rental will be provided with a new machine, more suitable extended in line with the amount of time this to the current copy volume, at the current process cannot take place. contract price on a new three, four or five 12 The Customer also commits to a service year contract. Commencement of the new agreement for the total period from the contract and delivery of the new machine will installation date to the removal date. For only take place once all outstanding invoices details of the service agreement, please see on the current machine have been paid. below. Termination of the agreement: Clauses 13 - 14 apply to purchased equipment 9 If the Customer terminates the agreement only before the end of the primary period for 13 The Customer commits to purchasing the any reason (other than enforced closure equipment at the agreed cost. The purchase or upgrade/downgrade as above), the cost of the equipment will be invoiced to the Customer will be liable for the total of all Customer shortly after the installation of the rental payments not already invoiced until machine. The Customer will be responsible the end of the primary period, as well as all for insuring purchased equipment against outstanding invoices not already paid. When loss or damage. terminating a contract, the Customer must notify KCS of their intention in writing. Once 14 The Customer may also enter a service any outstanding invoices and settlements agreement with KCS. There will be no have been paid, we will then ask the Supplier minimum period to this agreement. However, to remove the machine within the next 3 billing for copies used (or an estimation working weeks. If the Customer fails to notify of those used) will continue until KCS is KCS in the appropriate manner then they will notified, in writing, that the Customer be responsible for all rental and copy-charge wishes to terminate the service agreement. debts up until 3 weeks after the request is Notification should also show a current, received in the appropriate manner. KCS accurate meter reading for the equipment will not be held responsible if termination which is the point that billing for copy requests have not been received. charges will be ended. Once notification is
Your order constitutes a contract between the Authorised Signatory, on behalf of the establishment named above, hereinafter referred to as ‘The Customer’, and Kent County Supplies, hereinafter referred to as KCS. In this contract The Customer contracts KCS to supply equipment from a chosen supplier, hereinafter referred to as ‘The Supplier’ under the CBC document solution contract CBC1770/ESPO272D. Completion of an order commits the establishment to the terms and 7 conditions contained within this document. Terms & Conditions 1
This contract commits the Customer to renting equipment over a stated contract period, or to purchasing equipment. The contract may also contain a service agreement for this equipment as detailed in the appropriate rental or purchased equipment section below, which is charged for under a ‘cost per copy’ pricing structure.
Clauses 2 - 12 relate to rented equipment only
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2
The Customer agrees to rent the stated equipment at the stated quarterly cost for the primary period. Rental payments are paid quarterly in advance and will remain fixed for the primary period. The first and/or last invoice for each machine may be for more or less than one quarter depending on the date when the machine was installed / removed. As such, the quarterly cost on these bills may be pro rata in line with the stated quarterly cost.
3
The Supplier will insure rented equipment against loss or damage.
4
At the end of the primary period, billing will continue at the stated quarterly cost until such time that the Customer informs us, in writing, that they wish for the machine to be collected and the rental contract terminated. The Customer will be responsible for all rental payments charged up to the date of removal, or for three weeks following any request received by KCS for the machine to be removed. KCS cannot be held responsible for any un-received requests for removal.
5
The Supplier may offer a discount on the quarterly cost after the primary period has expired. This may require you to commit to a further minimum period for that machine. (Details available on request)
6
When notice of termination of the equipment is received, KCS will request that the Supplier removes the equipment as soon as possible. This will usually occur within 3 weeks, subject
to a site survey being carried out where necessary, and unless other arrangements have been agreed. The Supplier will remove the equipment free of charge. The Customer is responsible for taking a final meter reading for the machine to ensure that the correct amount of copies is billed for. KCS will not be held responsible if termination requests have not been received.
Email | ksales@kent.gov.uk
www.kcswebshop.co.uk
Photocopiers & MFDs | Office Equipment
contracts available exclusively for customers of Kent County Supplies received, KCS will notify the relevant supplier Clauses 18 – 25 relate to all equipment provided who will immediately cease to provide the services and consumables under the 18 Invoices for rental and copy charges will only service agreement. Any further service or come from KCS. Full payment is due within 30 consumables ordered from the Supplier after days of invoice date. Should full payment not termination is requested will be charged be made in this period, KCS reserve the right at the Supplier’s current market rate. For to ask the supplier to immediately withdraw further details of the service agreement, the provision of items (including service) please see below. KCS will not be responsible under the service agreement until such for any unreceived requests for termination time that all outstanding invoices are paid. of the service agreement. Queries on invoices must be notified within 21 days from invoice date. The process for Service Agreement notifying a query is detailed on the reverse The service agreement (Clauses 15 – 17) of the invoice. will apply as detailed under the relevant 19 The Customer is required to designate at purchase or rented equipment sections least one or two staff members to act as above. “Key Operators”. The supplier will train these 15 Under this agreement the Supplier will staff on the functions of the machine and provide installation, network connections, how to carry out non-technical operations product training, preventative and such as replacing toner and clearing jammed breakdown maintenance, maintenance for paper. For health and safety reasons, it free of charge software, remote support, should be clearly stated to all users of the replacement parts, firmware upgrades, machine that only “Key Operators” should mono and colour toner and staples for all be allowed to perform these tasks. Before equipment detailed, for which the Customer a Key Operator leaves, they should train will be charged on a ‘cost per page’ basis. a replacement person to take over Key For the avoidance of doubt, toner remains Operator responsibility. the property of the manufacturer until it is used on the printed page. Once the machine 20 The Customer is responsible for misuse and abuse of the photocopier and as such should has been installed there will be no increase be covered for this under their insurance. in the ‘cost per page’ price for the whole of the primary period. Any price variations 21 The customer, or any other third party, thereafter will be limited to a maximum must not move or resite a machine without value not exceeding the current rate of permission under any circumstances. If the RPI as determined by the Office of National Customer would like the machine moved Statistics. or re-sited, they must notify KCS in writing 16 In the case of emergency call-outs, the Supplier must respond to a service call within six working hours of notification of • the fault. If the customer is dissatisfied with • any service response, they must contact KCS as soon as possible. • 17 In order to establish the volume of copies the machine has produced, the Customer will be required to submit meter readings to the supplier by an agreed method. In all cases, it is important that the information is returned promptly to the supplier to ensure the Customer continues to receive accurate bills. KCS reserve the right to request payment of copy charge invoices that have been estimated due to the Customer failing to submit meter readings. Any corrections to the invoicing will happen on the next invoice once the Customer has submitted accurate readings.
• •
• • •
22 Re-sites are chargeable and a quote can be provided on request. If any party moves or resites the machine without prior approval from KCS, the Customer will be liable for any damage caused to the machine and any administration costs incurred in tracing the copier thereafter. 23 The Customer is responsible for ensuring that:
There is sufficient room for the machine to be delivered, stored, deployed and serviced (including any spare space required around the machine).
There are sufficient operational power points, fax line points and/or network connection points as required within an acceptable distance of the machine to enable the options required, and that the equipment is kept and used in an environment suitable for it to be able to work effectively, safely and in accordance with Health & Safety regulations.
24 Should you require the machine to be connected to your network to enable print, scan and/or fax options, the supplier will require you to provide further details of your network specification and may require you to sign further terms and conditions relating to access to necessary resources to enable this to take place and / or software licenses.
25 Although KCS staff and suppliers acting on our behalf may advise the Customer or their representative with regards to the type of giving at least three weeks’ notice, and machine that may suit their requirements, include the following information: it is ultimately the Customer’s responsibility Serial number of the machine to ensure that the machine ordered is the The current location of the machine including correct one for the Customer’s needs. the current DPN that is being invoiced 26 Data Protection: The information you provide The new location of the machine will be stored by KCS for the purpose of Any obstacles incurred in moving the providing your supply and procurement machine (eg stairs, narrow door-ways) services. This service a) uses the information The person who will be responsible for (where required) for delivery of goods, taking meter readings and administering the including products or service information, machine in its new location and for correspondence by KCS or its If the current DPN is no longer to be invoiced officially appointed suppliers, b) ensures the for this machine, we also require: information will remain confidential and will The new DPN who will be billed for the not be passed to any non-contracted party machine for marketing purposes and c) maintains the A contact person who will be responsible for information throughout the currency of your paying invoices at the new location registered account with KCS and will amend Authorisation from the new budget holder it subject to subsequent information you that they are accepting responsibility for the machine. supply to KCS.
Orderline/Info | 0845 270 8811
Freefax | 0800 243 732
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