GOOD PRACTICE EXAMPLE

Country:	Italy
Product group:	IT
Name of the Institution:	CONSIP spa

Overview

Starting at the end of December 2005 the Framework Agreement (Convenzione) N. 8 was activated by CONSIP for the full renting service of three Lots of digital photocopiers with different characteristics, 8.000 machines were included in the Lots. Renting contract duration between the supplier and the Public Administration is 4 years. The service includes: delivery, installing, test, uninstalling, maintenance and assistance, the availability of a Call Centre, consumables supply, collection and disposal of the waste materials.

Specifications of the Institution

Organisation of the procurement

CONSIP is the private society created by the Ministry for Economy and Finance in charge of the stipulation, on behalf of the Ministry, of Framework Agreements where the suppliers is committed to accept - for a certain time frame - the purchasing orders from the PAs (and other authorised Institutes) for the goods/services up to the maximum amount and at the price and conditions defined within the FA. CONSIP is also entrusted of the assistance in the planning and monitoring of the PA’s needs and the control of the Framework Agreements use. FA are stipulated between CONSIP and the supplier(s) having awarded the public auction for the given goods/services. PAs or CONSIP are not bind by the Framework Agreement to purchase of a minimum amount of products. Contracts for the goods/ services are directly drawn up between the PA and the supplier.

An electronic public auction was launched in spring 2005, closing by the end of October 2005, to be awarded to the most economic advantageous offer. The overall auction basis was Lot 1, 7.113.00,00€; Lot 2, 13.768.800,00 €; Lot 3, 15.555.200,00 €. The auction was awarded to the following suppliers: Lot 1: RTI Kyocera Mita S.p.A. Locatrice Italiana spa; Lot 2: Olivetti spa; Lot 3: RTI Xerox Italiana spa - Xerox spa.

At the end of December 2005 the Framework Agreement No 8 was activated by CONSIP for the full renting service of three Lots of digital b/w photocopiers with different characteristics. The duration of the Framework Agreement is 12 months (+ other 6 moths possible) from the starting date: Lot 1, 15 March 2006; Lot 2, 15 February 2006; Lot 3, 30 December 2005. 8.000 machines were included: Lot 1, 3.000 units (+ 1/5th additional); Lot 2, 3.000 units (+ 1/5th additional); Lot 3, 2.000 units (+ 1/5th additional). Renting contract duration between the supplier and the Public Administration is 4 years.

The service includes: delivery, installing, test, uninstalling, maintenance and assistance, the availability of a Call Centre, consumables supply for a defined monthly amount of photocopies for each Lot (Lot 1, 1.500 copies; Lot 2, 4.000 copies; Lot 3, 10.000 copies), collection and disposal of the waste material. In payment for the service the supplier will receive the quarterly fee for the renting and the possible payment for the copies exceeding the set quarterly amount.

Measures

Specifications of the machines were:

• Lot 1: 3.000 units for 20 ppm, with possible different machine configuration (photocopier only, photocopier + printer, photocopier + fax, photocopier + printer + fax);
• Lot 2: 3.000 units with 35 ppm, with possible different machine configuration (photocopier only, photocopier + printer) and optionally sorting and stapling;
• Lot 3: 2.000 units with 45 ppm, with possible different machine configuration (photocopier only, photocopier + printer) and optionally sorting and stapling.

Main technical specifications were:

• Lot 1:
  • Machines placed on the market in Italy later that 2002
  • Power ≤ 1,6 kW, Resolution 600 dpi
  • First copy A4 ≤ 8,5 sec, speed A4 ≥ 18 ppm
• Lot 2:
  • Machines placed on the market in Italy later that 2002
  • Power ≤ 3 kW, Resolution 600 dpi
  • First copy A4 ≤ 6 sec, speed A4 ≥ 30 ppm
• Lot 3:
  • Machines placed on the market in Italy later that 2002
  • Power ≤ 3 kW, Resolution 600 dpi
  • First copy A4 ≤ 10 sec, speed A4 ≥ 45 ppm

Conformity to the national standards and internationally recognised norms and to all in force legislation. Each unit is accompanied by a safety technical fiche showing the emission of heat, ozone and dust and the noise level during printing.

Success

Although the Framework Agreement was valid for 12 months from the starting date, Lots 2 was sold out by 24 January 2006, and Lot 3 by 21 March 2006. Lot 1 is still open at the date of the preparation of this document.

The collection and disposal service of the machines at end of renting period and of all generated waste materials is under the responsibility of the supplier, making the PA free from the relevant legal obbligations and making the disposal process more controllable.
The safety technical fiche highlights fundamental pollution elements such as ozone and dust emissions, noise and emitted heat, allowing the PA to compare different products.

The use of the Framework Agreement generates energy savings since the specified machines have a low energy consumption.

Further publicly available info about the concrete project

All documents relevant to the Agreement is publicly available on the portal http://www.acquistinretepa.it, at the section “Convenzioni>Vetrina delle Convenzioni> fotocopiatrici in noleggio 8”.

Any information could be also asked to the Call Centre for the “Acquisti in Rete della P.A.” at the free-toll telephone number 800-906227.