By selecting the “Specialty Printers 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
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.
- Specify if this request is for someone other than the submitter.
Have you previously submitted a Waiver request?
a. If yes, you will need to provide any specific information about the previous request.
- Specify why you believe that this service cannot be provided by IDS.
Scroll Down by using “Tab” or using the page scroll function to the far right of the online form to Waiver Info.
Waiver Info
- Enter the project name.
- Enter the estimated total cost for the project.
- Type will be automatically populated, you don’t need to fill anything in.
- Subtype will be automatically populated, you don’t need to fill anything in.
Scroll Down by using “Tab” or using the page scroll function to the far right of the online form to Waiver Info.
Waiver Details
Type of Equipment being Requested?
a. End users will use the drop down list and select 1 of 4 options as shown below.
How Many Pieces of Equipment are being Requested?
a. Number of "Printing Assets" the agency would like to purchase?
Is this a new addition or replacement?
a. The end user will select from the drop down menu below.
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 plan to acquire this equipment?
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.
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.
What is the Anticipated Black (Monochrome) Monthly Volume?
a. End user will enter the "Monthly Monochrome (Black) Volume" of the "Specialty Printer" selected.
What is the Anticipated Monthly Volume?
a. End user will enter the "Monthly Color Volume" of the "Specialty Printer" selected.
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).
If you are requesting "Specific Equipment," please complete the following:
a. End user to enter the "Manufacture Model Type" for "Copier / Printer" being requested.
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.
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.
Purchase or Lease?
a. The end user selects “Purchase” or “Lease” from the drop down menu as shown below.
If "Monthly Lease," please enter the "Monthly Lease Amount."
If "Purchased," please enter the "Total Amount of Purchase."a. End user to enter "Monthly Lease Amount" or "Total Purchase Amount."
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.
Black Toner / Ribbon Cost.
a. End user to enter "Cost per Singular Black Toner Cartridge," "Transfer Ribbons" or "Thermal Paper Costs” of the printer model defined in the Waiver in this field.
Black Cartridge or Ribbon Page Yield.
a. 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. For thermal and label ribbon printers, please enter the 0 amount in this field.
Color Toner Cartridge Cost.
a. End user will first enter the "Cost of Each Cartridge (Black, Cyan, Magenta and Yellow)." If buying the combined package of all 4 toners, or a Multicard Ribbon, which is usually found in color label or badge printers, split cost equally and add that monetary value to the form fields.
b. If no color is being used, enter the $0 in the Cyan, Magenta, and Yellow cost fields.
Toner Cartridge Page Yield (Specialty Color Printer).
a. If buying the combined package of all 4 toners, or a 4 color ribbon , look at specifications for each page toner yield. Enter the page yield for each color cartridge.
b. If buying a ribbon, divide the ribbon page yield by the 4 colors - Black, Cyan, Magenta, and Yellow. (See the Magicard example below, 300 prints per Ribbon; meaning each color would have the page yield of 75 prints each.)
c. If no color, use the numerical value “0” in the field.
- 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
- Using Printer Standards
- Migrating to Print to more cost effective shared devices.
a. End users submit narrative in open form.
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.
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.
Do you have any Additional Waiver Comments?
a. The end user will have the option to write any additional comments or dialogue associated with the waiver request.
Calculated Customer Cost.
a. No action is needed. Waiver will calculate cost based on waiver input.
Supporting Documentation
- Attach any "Supporting Documentation" related to the Waiver request.
- Attach any "Vendor Quotes" for equipment, parts, service, and toner costs.
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.
