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Purchased Office Single / Multifunction Printer Waiver

By selecting the “Purchase Single Function / Multifunction Printer Equipment Waiver" you will need to verify the customer information and you will then need to fill out the rest of the form in its entirety before submitting the request.

Customer Information

  1. Verify that the Name, Email, Number, Department, and Division are correct for the submitter.

    a. If no, you will need to edit the information under the "My Contact Info" tab located on the left hand side.

Customer Info Verify Submitter Contact Box

 

  1. Specify if this request is for someone other than the submitter.

  2. Have you previously submitted a waiver request?

    a. If yes, you will need to provide any specific information about the previous request.

  3. Specify why you believe that this service cannot be provided by IDS.

Customer Info box with fill in boxes for name, email, phone, department, division, submit waiver before, and why think it is needed

 

Scroll Down by using “Tab” or using the page scroll function to the far right of the online form to Waiver Info.

Waiver Info

  1. Enter the project name.
  2. Enter the estimated total cost for the project.
  3. Type will be automatically populated, you don’t need to fill anything in.
  4. Subtype will be automatically populated, you don’t need to fill anything in.
     

Waiver Info box with fill in boxes for project name, budget and cost estimate, type and subtype

 

Scroll Down by using “Tab” or using the page scroll function to the far right of the online form to Waiver Info.

Waiver Details

Note: Printer Standards (Reference Page for OIT/DPA Printer Hardware Standards).
https://dcs.colorado.gov/ids/ids-services/sope/office-printer-standards

  1. Type of Equipment being Requested - End users will use the drop down list provided to select a vendor from the State of Colorado Price Agreement for A4 Printers.

Waiver Detail Equipment Type with drop down including Canon, HP, Konica Minolta, Ricoh, Sharp, Toshiba, and Xerox

 

  1. How Many Pieces of Equipment are being Requested?

    a. Number of printing assets the agency would like to purchase.

Pieces of Equipment Requested

 

  1. Is this a new addition or replacement?

    a. The end user will select from the drop down menu as shown below.
     

Equipment-New Addition or Replacement with drop down for additional, new, replacement, and renewal (for software licenses)

  1. How do you currently receive this service? 

    a. If replacement, describe present equipment including make, model and acquisition date.   Customers will enter text as this field is free form.

How do you currently receive this service, describe present equipment, make, model, and date

 

  1. How do you plan to acquire this equipment?

Plan to Acquire Equipment with drop down including discretionary purchase, solicitation, and state price agreement
 

  1. Only when we are selecting “Solicitation” will the end user be prompted for the type of "Solicitation" needed.

    a. Please select the type of "Solicitation" required for this Waiver as shown below.
     

Solicitation box with drop down including discretionary, DQ, IFB, RFP, and ITN

 

  1. If the end user selects “State Price Agreement” will the end user be prompted for the procurement type.

    a. Please select the procurement type in association with the "State Price Agreement" from the drop down menu as shown below.

Type of State Price Agreement with drop down including cancelable rental, lease, service only (do not select for equipment), and purchase

 

  1. Function. 

    a. End User will select in the drop down menu between Monochrome (black) or Color printing assets.

Function box with drop down for either Monochrome Printer or Colored Printer

 

  1. Anticipating Monthly Volume.

    a. If the end user selected in the function field “Monochrome Printer,” only the "Anticipated Black Monthly Volume" field will be displayed. 

    End user to enter average Black Print Volume.

Function-Colored Printer with selection for anticipated black or color monthly volume

 

      b. If the end user selected in the function field “Color Printer,” both the Anticipated Black Monthly Volume and Anticipated Color Monthly Volume will be listed.

  • End user to enter average Black Print Volume.
  • End user to enter average Color Print Volume

  1. Justification for this request.

    a. The end user will fill in an open form field with a thorough business case on why the need for a purchased printer(s).

Justification for this request. The end user will fill in an open form field with a thorough business case on why the need for a purchased printer(s).

 

  1. If you are requesting specific equipment, please complete the following:

    a. End user to enter the manufacture model type for copier/printer being requested.

  2. Reason for selecting this particular equipment? (Please be specific):

    a. End user to write specific text on why your agency is requesting the particular equipment defined in the current Waiver request.

Specific Equipment with fill in fields for Model and reason

 

  1. What is the expected lifecycle of the asset being procured? (# of months: 24, 36, 48, 60)

    a. The end user will select the number of months they expect the life of the printer to last before replacing it with new technology.

Expected Lifecycle of the asset being procured (# of months: 24,36,48 & 60)

 

  1. Total Purchase Amount.

    a. The end user will enter the purchase amount of the printing asset detailed in the Waiver. Since the Waiver does the calculation, enter the single cost of one printer in this field, not the total cost of 3 printers for example.

Total Purchase Amount

 

  1. Monthly Service / Maintenance.

    a. The end user will enter the monthly maintenance costs.

    b. If the agency elects not to purchase maintenance, please enter $0 value.

Monthly Service-Maintenance

 

  1. Black Toner Cartridge Cost (Monochrome Printer Only).

    a. If the end user selected in the function field “Monochrome Printer,” only the Black Toner Cartridge Cost field will appear.

Black Toner Cartridge Cost

       b. End user to enter Cost Per Singular “Black Toner Cartridge Cost” of the printer model defined in the Waiver in this field.

Standard Capacity Toner Cartridges-HP58A Sample Cost with add to cart options

  1. Black Cartridge Page Yield (Monochrome Printer Only).

    a. If the end user selected in the function field “Monochrome Printer,” only the Black Cartridge Page Yield fields will appear.

Black Cartridge Page Yield

      b. End user to enter the “Black Cartridge Page Yield” of the printer model defined in the Waiver. This can be found in specifications in most toner descriptions.

Standard Capacity Toner Cartridges-HP58A Sample Page Yield with add to cart options

 

  1. Toner Cartridge Cost (Color Printer Only).

    a. If the end user selected in the function field “Color Printer,” Black, Cyan, Magenta, and Yellow Cartridge Cost field will appear.

    b. End user will first enter the Cost of Each Cartridge. If buying the combined package of all 4 toners, split cost equally and add that monetary value to the form fields.

Color Toner Cartridge Cost Sample HP 213A showing all four colors of Black, Cyan, Magenta, and Yellow.

 

  1. Toner Cartridge Page Yield (Color Printer Only).

    a. If the end user selected in the function field “Color Printer,” Black, Cyan, Magenta and Yellow Page Yield fields will appear.

    b. End user will first enter the Page Yield for Each Cartridge.

    c. If buying the combined package of all 4 toners, look at specifications for each page toner yield.

Color Toner Cartridge Page Yield Sample HP 213A showing all four colors of Black, Cyan, Magenta, and Yellow.

 

  1. What printing practices are being implemented by you or your division to comply with DPA/OIT Lean Recommendations of the following: 
  • Eliminate the use of Personal Printers
  • Creating/Using Printer Standards
  • Migrating to Print to more cost effective shared devices

       a. End users submit narrative in open form.

What printing practices are being implemented by you or your division to comply with DPA/OIT Lean Recommendations including eliminating the use of Personal Printers, creating printer standards, and migrating print to more cost effective shared devices

 

  1. Please describe the alternatives you examined before making this request.

    a. The end user will fill in an open form field describing what alternatives they have examined before making the current waiver request.

Please describe the alternatives you examined before making this request

 

  1. Have you received a quote from an outside vendor for this service? If yes, you are required to submit the quote with your waiver request.

    a. The end user will select an answer from the drop down menu as shown below.

Have you received a quote from an outside vendor for this service? Drop down with yes or no

 

  1. Additional Waiver Comments.

    a. The end user will have the option to write any additional comments or dialogue associated with the waiver request. 

Additional Waiver Comments

 

  1. Equipment Cost (Monthly), Total Cost of Waiver (Monthly) and Total Cost of Ownership.

    a. No action is needed. Waiver will calculate cost based on waiver input.

Box showingt Equipment Cost Monthly, Total cost of monthly waiver, and total cost of ownership


Supporting Documentation

  1. Attach any supporting documentation related to the waiver request.
  2. Attach any vendor quotes for equipment, parts, service  and toner costs.

Supporting Documentation Box showing an Upload box for Supporting Documentation and another box for Outside Vendor Quote


Submitting/Saving

After entering the required information, you will be able to "Save to finish later or Submit." If you submit, this will initiate the request and run it through the approval process.

Submit and Save Box showing Save to Finish Later or Submit to DPA's Review