Product Substitutions

National Master Standing Offer
EZ107-060001/001/VAN to EZ107-060001/006/VAN
Desktop and Network Printers   including Accessories, Supplies and Services

A.18 Product Substitutions

(a)Conditions for Proposing Substitution(s): The Offeror may propose a substitution for an existing Product, provided the proposed substitute provides equal or better value. A Product provides equal or better value if it

(i) is equal or better than the Value Factor of the Product being replaced; and

(ii) has equal, or lower, prices than the Product being replaced (in each and every order size tier, not just on average); and

(iii) meets or exceeds the minimum specifications for the Sub-Category of the Product being replaced.

(b) Benchmark Testing: Benchmark testing for proposed substitutions will be performed as required. NSTL Canada Corp. (NSTL) will test printers at the request of the Contracting Authority with a minimum of 15 calendar days' notice. NSTL will complete the tests and provide spreadsheet results to PWGSC within 20 calendar days. All costs associated with the benchmark evaluation (e.g., transportation, benchmark fee, etc.) are at the Offeror's expense.

(c) Process for Requesting Substitution: To initiate a substitution, the Offeror must submit the following to the Contracting Authority, in addition to completing the Product Details and Pricing Details pages of the IPMG website:

(i) The name, part number and Sub-Category of the existing Product the Offeror wishes to replace with the substitution;

(ii) The OEM name and the OEM part number for the Product (if the Offeror has not previously provided an OEM certification from the OEM of the new Product, the Offeror must provide this certification);

(iii) Technical Documentation:

(A) Advertising and technical literature that substantiates the compliance of the Product with each and every mandatory requirement in Annex A for the appropriate Group, Category and Sub-Category (including the overall Mandatory General Specifications set out in Annex A). Offerors are requested to indicate the page and paragraph number where substantiation regarding each of the mandatory requirements in Annex A can be found. This technical documentation must be provided in both official languages.

(B) Proof that the Product:

(1) is certified as compliant with the Canadian Electrical Code for office printers by an organization approved by the Standards Branch of Canada;

(2) is certified by the manufacturer as complying with the Class A or B limits for radio noise emissions from digital apparatus set out in the Interference Causing Equipment Standard (ICES-003) of Industry Canada, or US FCC Class B equivalent emission limits for digital apparatus as set in the Radio Interference Regulations;

(3) is qualified under the Energy Star program;

(4) is manufactured in facilities that are both ISO 9001:2000 and ISO 14001 certified; and

(5) has an Environmental Ecolabeling Certification.

(iv) the proposed unit prices for the substitute Product in all required order size tiers (in each tier, the proposed unit prices for the substitute Product must be equal or less than the prices proposed for the Product that is being replaced).

(d) Scheduling of Benchmark Testing: If the Contracting Authority determines that the Offeror has submitted all the information required to initiate a substitution, the Contracting Authority will notify the Offeror. The Offeror must then contact NSTL regarding the test schedule and to arrange a delivery/set-up date and time for the Product. NSTL will also provide or confirm access to the Features data site so that the Offeror can complete the Features Questionnaire. This questionnaire must be completed before the Product is delivered to the test site.

(e) Conduct of Testing: On the prearranged date and time the Offeror must deliver and set up the Product in accordance with Annex C.

(f) Acceptance of Substitution Discretionary: Whether or not to accept or reject a proposed substitution is entirely within the discretion of Canada. If Canada does not accept a proposed substitution, the original Product will continue to be authorized under this Standing Offer, unless the Offeror withdraws that Product from the Standing Offer; the Offeror acknowledges that withdrawal of any Product from a Group 1 Sub-Category may result in complete withdrawal from Group 1. The Offeror agrees that no substitute items may be shipped under a Call-up until formally authorized by PWGSC in writing and posted in the Best Value Grid on the IPMG website.

(g) Documentation of Accepted Substitution: If a substitute Product is approved for supply under this Standing Offer, it will be listed in the Best Value Grid and will be available for purchase on Call-ups. Approved substitutions cannot be supplied under a Call-up until posted in the Best Value Grid. In the case of a Call-up, the substitution must be posted at the time the Call-up is issued; otherwise, the item posted in the Best Value Grid at the time the Call-up was issued must be supplied.