User Help Guide
USER HELP GUIDE
State Term Contract 600-340-06-1
Copying and Facsimile Equipment, Maintenance and Supplies
The following document provides information that will assist your organization in the process of selecting equipment and/or working with vendors who are presenting their equipment to you.
Included in this User Guide are 3 items to help you in your decision making:
1. Pages 1-2 offers suggested questions for you to ask a vendor about their equipment, networkability and installation requirements.
2. Pages 3-5 offers a “NETWORK EVALUATION TOOL” form to be filled out by you, the purchaser, to help the vendor better understand your equipment needs.
3. Page 6 offers a “SELECTION CRITERIA WORKSHEET” form that will guide you in comparing your current equipment to proposed equipment to help you better determine if the proposed equipment will meet your future work requirements.
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VENDOR QUESTIONAIRE
1. Do you support the following networks and at what level?
Version Comments
a. Novell
b. NT
c. Unix
d. Other
2. What printer languages do you support and at what level?
Version Comments
a. PCL
b. Postscript
c. Adobe
d. Other
3. Is the software on this equipment upgradeable?
Yes No
4. Does your company have a statewide digital support group?
Yes No
If yes then:
How many years has this support group been in place?
How many of your staff are level 3 Microsoft certified?
How many of your staff are Novell certified?
How many or your staff are Unix certified?
5. Provide a toll free phone number that a key operator/network administrator can call for help concerning network issues as they relate to your product.
6. How many hours should it take to install this equipment?
7. In addition, please provide the names and certifications of the systems engineer and other members of the installation team responsible for installation and connectivity.
Name Certification
NETWORK EVALUATION TOOL
{Digital Connected Support Survey of Customer’s Site}
Authorized Dealer Information:
Dealer Name and Address:
Engineer:
Sales Rep:
Phone #:
Email:
Customer/Agency Information:
Customer:
Address:
Phone #:
Fax #:
Primary Contact:
Title:
Phone #:
Email:
Technical Contact
(Network Administrator):
Title:
Phone #:
Email:
Market Segment:
State Government
County Government
City/Municipality
Education Institution
Other
Document Types: Pages/Job Notes
General office (text)
Presentation/Diagrams (graphics)
Manuals, Training documents (text/graphics)
Brochures/Mailings (graphics/text)
Other
Configuration Base & Options:
Copying
Printing
Faxing
Scanning
Options:
Network Fileservers:
Software Version
Windows NT
Novell NetWare
Appleshare Server
Other
Network Protocol:
TCP/IP
IPX/SPX/IP (Novell)
NetBIOS, NetBEUI (Windows)
Ether Talk (Macintosh)
LPR and Socket Printing
Other: (DHCP, WINS, BOOTP, SMTP, SNMP)
Network Wiring:
10BaseT (UTP, RJ45)
100BaseT (UTP, RJ45)
10Base2 Tinnet (Coax, BNC)
Token Ring
FDDI (Fiber Optic)
Other
PC Workstations:
Software Version
Windows 2000/XP
Microsoft Exchange/Office
Windows 98
Windows NT Workstation
Adobe PhotoShop
(for scanning)
Other
Unix Workstations:
Software Version
Solaris 2.5.1
(or higher)
Macintosh Workstations:
Software Version
Macintosh Systems 7.5.1
(or higher)
Adobe PhotoShop
(for scanning)
Customer/Agency Applications:
Version Version
❑ Illustrator Excel
❑ In Design PhotoDraw
❑ PageMaker PowerPoint
❑ PhotoShop Publisher
❑ Draw Word
❑ WordPerfect Quark Xpress
❑ Freehand Other
❑ Access Other
❑ Other Other
IMPORTANT REMINDER FOR STATE OF FLORIDA AGENCIES ONLY:
Prior to leasing equipment that has an annual cost that is anticipated to exceed the purchasing Category Two threshold, State of Florida Agencies are required to request approval of the Comptroller/CFO in accordance with CM No.4 and CM No.7. Refer to the Comptroller’s Checklist for requesting Department of Financial Service’s approval to lease equipment. This is not a mandatory requirement for political subdivisions using this contract.
SELECTION CRITERIA WORKSHEET
{For Internal Customer Use}
CONTRACT NUMBER: SPECIFIC MACHINE LOCATION:
PROPOSED MACHINE MAKE/MODEL:
TYPE/CLASS: ACQUISITION PLAN:
REPLACEMENT FOR:
DATE ACQUIRED:
AUTHORIZED DEALER: CITY:
EVALUATION OF NEED:
A. Determine monthly volume by recording three consecutive monthly meter readings and/or review of three consecutive monthly invoices.
Current Equipment Proposed Equipment
Machine Make/Model
Average Monthly Volume
Machine Speed Copies/Minute
Paper capacity
Machine Features: Yes No Yes No
Auto Document Feed
Magnification
Duplexing Capability
Finishing Capability
Sorting/Collating
Image Counter
Print Controller/NIC Cards
B. Monthly cost is determined by averaging cost data from three (3) consecutive monthly invoices.
Current Equipment Proposed Equipment
Average monthly Lease price $ $
Average monthly copy charges $ $
Purchase Price (if applicable) $ $
Amortized over 36 months $ $
Monthly Maintenance Cost $ $
Installation Cost $ $
Removal Cost $ $
TOTAL COST $ $
Cost Difference: (Plus) $
(Minus) $
Justification: (Give brief explanation of machine and cost differences)
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