Printing and Copying Machines and Solutions CUAPCS2018

Common use arrangement (CUA) information for buying the goods and services that enable you to print, copy and scan paper documents.

Last updated: 29 August 2023

Common Use Arrangement (CUA) for Printing and Copying Machines and Solutions (PCS2018) allows you to obtain the goods and services to print, copy, and scan paper documents at your site(s).

It consists of the following categories:

Panel 1: multifunction devices (MFDs)
Panel 2: single function printers (SFPs)
Panel 3: managed print services (MPS)
Panel 4: consumables

This CUA is mandatory for the Perth metropolitan region and non-mandatory in the regions for public authorities. If your delivery point is regional WA you may:

purchase under the applicable CUA from a CUA contractor
exercise your discretion to purchase outside the CUA, and purchase in accordance with Western Australian Procurement Rules and WA Buy Local policy.

Before you buy, also check that your purchase falls within your organisation's procurement policies.

In accordance with Western Australian Procurement Rules, you can buy outside of this CUA and directly source from an Australian Disability Enterprise (ADE) or Aboriginal Business

Applicable General Conditions of Contract

The General Conditions of Contract (August 2017) applies to this arrangement.

Panel 1 – Multifunction devices (MFDs)

An MFD is a document output machine that performs two or more of the following functions: printing, copying, scanning, and faxing.

Panel 1 allows customers to make outright purchases of MFD products, with the option of buying additional Cost-Per-Copy (CPC) maintenance plans. These optional CPC maintenance plans are paid for on a ‘price per page printed’ basis for a period of up to five years and include the replenishment of consumables.

For further information, go to:

Panel 2 – Single-function printers (SFPs)

An SFP is a document output machine that can print paper documents, but cannot copy, scan, or fax.

Panel 2 allows Customers to make outright purchases of SFP products, with the option of buying additional Cost-Per-Copy (CPC) maintenance plans. These optional CPC maintenance plans are paid for on a ‘price per page printed’ basis for a period of up to five years, and include the replenishment of consumables.

For further information, go to:

Panel 3 – Managed print services (MPS)

MPS is a way in which customers can purchase the ability to print, scan, copy, and fax paper documents on their premises without having to own or lease the devices.

Instead, the printing and copying machines are typically owned by the contractor, who charges an all-inclusive CPC fee (or another equivalent billing method) for the right to use the contractor’s machines for a period of up to five years.

In return, the contractor will provide ongoing maintenance and optimisation of the fleet, including machine maintenance and replenishment of consumables.

Panel 4 – Consumables

Consumables are the toner cartridges, drums, and other components that allow an MFD or SFP to output paper documents.

Customers that do not have a CPC maintenance plan with an MFD or SFP contractor can purchase consumables from this panel on an as-needed basis.

For further information, go to:

Product Catalogue for Panel 4

Out of scope activity

Panel 4 (Consumables) does not include copy paper. This can be sourced under Category B - Copy Paper of CUASTA2014.

The products and services under this CUA are mandatory for purchases in the metropolitan area as defined by Zone 1 in the Buy Local Policy 2022 and non-mandatory for all other regions.

Panel 1 (MFDs) and Panel 2 (SFPs)

The following buying rules apply to purchasing MFDs and SFPs under the CUA:

Monetary threshold	Buying process
1. Products and/or services valued at $700 and below	CUA is non-mandatory. Customers can choose to use the CUA for purchases of $700 and below, or they can choose to source the required products and services through the open market in accordance with the minimum requirements of the Western Australian Procurement Rules.
2. Products and/or services valued at up to $250,000	Panel members may be accessed directly.
3. Products and/or services valued over $250,000	Request a sufficient number of written quotations from relevant panel members.

Monetary threshold

Buying process

1. Products and/or services valued at $700 and below

CUA is non-mandatory.

Customers can choose to use the CUA for purchases of $700 and below, or they can choose to source the required products and services through the open market in accordance with the minimum requirements of the Western Australian Procurement Rules.

2. Products and/or services valued at up to $250,000

Panel members may be accessed directly.

3. Products and/or services valued over $250,000

Request a sufficient number of written quotations from relevant panel members.

Panel 3 (MPS)

The following buying rules apply to purchasing MPS under the CUA:

Monetary threshold	Buying process
1. Products and/or services at all values	Request written quotations from all panel members.

MPS is a quotation based panel, and there is no price schedule. Therefore, please seek competitive quotes from the panel according to the buying rule above.

As a general guide, there are two sets of services that are available from the MPS panel:

Assessment services
- to provide you with an optimisation roadmap and a review of your printing and copying fleet. These services are available for customers that do not have the internal capability to perform their own assessment, or those that wish to seek a second opinion.
Optimisation and ongoing maintenance
- to provide you with a term contract of up to five years where you pay a Cost-Per-Copy, or other similar fee-for-service, for the right to use the contractor’s printing and copying machines on your premises.

Optimisation and ongoing maintenance is intended to provide you with a term contract of up to five years where you pay a Cost-Per-Copy, or other similar fee-for-service, for the right to use the contractor’s printing and copying machines on your premises.

If you have already requested quotations from all suppliers for an assessment and you wish to progress your MPS project to the ‘optimisation and ongoing maintenance’ stage, you do not need to request written quotations from all panel members again. In that instance, you can choose the supplier that offered the best value-for-money optimisation roadmap at the assessment stage.

Panel 4 Consumables

The following buying rules apply to purchasing consumables under the CUA:

Monetary threshold	Buying process
1. Products and/or services valued at up to $250,000	Panel members may be accessed directly.
2. Products and/or services valued over $250,000	Request a sufficient number of written quotations from relevant panel members.

Other policy requirements

Buyers should be aware of the following requirements under Western Australian Procurement Rules and Treasurer’s Instruction 820, and whether or not they are applicable to purchases from this CUA.

Requirement	WA Procurement Rules
Procurement Planning
Buyers must prepare a procurement plan and submit it to the State Tenders Review Committee	No, not when purchasing from this CUA
Buyers must involve the Department of Finance.	Yes, where the total estimated value of the proposed procurement or variation for MPS under Panel 3 is $250,000 or above, in accordance with the terms and conditions of its partial exemption. For all other Panels, buyers do not need to involve the Department of Finance when purchasing from this CUA.
Buyers must obtain approval from an authorised officer of the Department of Finance to purchase through an alternative arrangement to this CUA.	Yes, for all values and delivery locations where the purchase of goods and / or services under the CUA are mandatory (WA Procurement Rule C2.2). Please note that State agencies are not required to request advice or approval from the Department of Finance, regardless of value, to purchase from an ADE or an Aboriginal Business (WA Procurement Rule C2.2).
Request Development and Contract Formation
Buyers must prepare an evaluation report.	Panels 1, 2 & 4: No, not when purchasing from this CUA. Panel 3: An evaluation report must be developed for all contracts. The detail of an evaluation report must be commensurate with the value, risk and complexity of the contract (WA Procurement Rule D7(2))
Buyers must submit an evaluation report to the State Tender Review Committee.	No, not when purchasing from this CUA.
Buyers must publish details of their purchase on Tenders WA.	No, not when purchasing from this CUA (WA Procurement Rule D8.1(3)).
Buyers must record the purchase on the agency’s contract register, as instructed within the buying agency’s financial management manual.	Yes, for all purchases above $50,000 (WA Procurement Rule F5), unless alternative arrangements have been approved under WA Procurement Rule F5(6).
Contract Management
Buyers must prepare a contract management plan.	Contract management or project management plans must be developed for all Procurements with a Total Estimated Value of $5 million and above (WA Procurement Rule E1(1)), unless exempted under WA Procurement Rule E1(2).
Buyers must publish details of contract variations on Tenders WA.	Not when purchasing from this CUA.
Buyers must seek advice from the Department of Finance on variations.	No, State agencies do not need to seek advice from the Department of Finance on variations.

Exemption from using this CUA

Finance is responsible for processing and approving all requests from State agencies seeking exemption from using a mandatory CUA. Requests for an exemption are considered on a case-by-case basis, and a requesting agency must be able to demonstrate that a business need cannot be adequately met by the relevant CUA.

Exemption requests should be directed to the Assistant Director Procurement Frameworks through an email to the contract manager in the first instance. Requests for exemption may be received by posted letter or email, but must be in writing and provide sufficient explanation and background to enable the request to be considered. The requesting officer should be the Accountable Authority or delegate of the agency.

For guidelines on what to include in an exemption request, please refer to the Common Use Arrangements Procurement Practice Guideline.

As part of the tender process, contractors on this arrangement have provided details of, and have been evaluated on, their capacity to recycle, in particular:

the provision of a consumable cartridge collection service from the Customer site
recycling of toners and printer cartridges

The matrix provides an overview of all you can purchase from under the CUA and the goods and services they have been contracted to provide.

Please view each contractor's relevant procurement lifecycle documentation, including details of their regional supplier networks.

Contractor	Panel 1 (MFDs)	Panel 2 (SFPs)	Panel 3 (MPS)	Panel 4 (Consumables)
Auscorp IT				Yes
Aussie It				Yes
Complete Office Supplies				Yes
Fujifilm Business Innovation	Yes		Yes
Konica Minolta	Yes	Yes	Yes
Kyocera	Yes	Yes	Yes
Quality Printers and Cartridges				Yes
Ricoh	Yes	Yes	Yes
Toner Plus				Yes

Do your research – use the assessment services under Panel 3 to establish a roadmap to an optimised fleet of printing and copying machines.
Make use of the Device comparison and Total Cost of Ownership (TCO) calculator available as part of the Product Catalogue to assist in identifying the best “fit” for your requirements.
Actively manage your fleet of Printers and Copiers to ensure you are utilising your fleet of Printers and Copiers to maximise the life of each machine.
Consider current and future usage requirements before replacing devices. This may present the opportunity to consolidate your device fleet, or substitute lower cost models where they still meet requirements.
Set black and white printing as the default setting across your printer fleet.
Investigate “password protect” or “follow me printing” options to reduce wastage and unnecessary printing. The Department of Finance has reduced its copy paper usage by approximately 1/3 through this initiative. Please feel free to speak to the CUA contract manager for further information.

The cost will vary depending on the combination of goods and services being purchased. Please contact the contract manager for further information.

Pricing

Panel 1, 2 and 4

Refer to the Product Catalogue for Panels 1 & 2 or Product Catalogue Panel 4 for all listed products and services.

If your requirements cannot be met by the listed products and services you can seek quotes from the contractors using the Quote Form (Panel 1 and 2) for any non-listed items. However, you need to document on file that the items listed on the product catalogue cannot meet your needs.

Panel 3

Seek quotes from the contractors using the Quote Form (Panel 3).

Payment by purchasing card

The government purchasing card offers a quick and convenient method of payment allowing many goods and services to be efficiently purchased.

Always remember to inform the supplier that you will be paying by government Purchasing Card, at the time of ordering the product or service, and ensure they clearly understand that they must send the tax invoice directly to you, the cardholder.

Note: the contractor must not impose a surcharge on the customer for payment by credit in accordance with 21.6 - Method of Payment of the General Conditions of Contract (August 2017).

Depending on the value of the procurement, you may have to seek quotations from multiple contractors or be able to engage a contractor directly.

Panel 1, 2 and 4

Refer to the Product Catalogue Panel 1 and 2 or Product Catalogue Panel 4 for all listed products and services.

If your requirements cannot be met by the listed products and services you can seek quotes from the contractors using the Quote Form (Panel 1 and 2) for any non-listed items.

Panel 3

Seek quotes from the contractors using the Quote Form (Panel 3) . For more information on thresholds, please see the Buying Rules.

check your invoices to ensure the correct price has been charged
manage your contract term – keep an eye on your contract expiry date
test the market on a regular basis to see what the other contractors on the CUA are offering
monitor service level compliance.
document any issues as they arise even if they are resolved. This will assist in ongoing supplier performance management.

If you are unable to resolve issues please contact the CUA contract manager.