Office and Technology Solutions – Frequently asked questions

If you have any other questions not listed here, please contact County Supplies' Copier Buyer Tracey Mort on (01962) 826926.

What equipment is covered by the contract?

The contract makes provision for small mono/colour desktop devices capable of copying, printing, scanning and faxing to large capacity print devices. All suppliers can also offer a range of accounting, management and routing software to maximise the use of the assets and lower costs.

Which suppliers are on the contract?

The contract features the full product ranges of Ricoh, Sharp, Canon and Konica Minolta directly from the manfacturers. No third party dealers.

Why should I use the County Supplies contract?

The Office and Technology Solutions contract provides technical, environmental and financial information, plus the supply and installation arrangements which are set to best value standards. It brings together a wide range of tested and economic photocopiers, copy printers, printers, scanners, print room equipment, software and technical support in one comprehensive call-off arrangement.

All suppliers have signed Hampshire County Council conditions of contract which have been designed to protect our customers. Should you encounter any problems during the life of your contract, full support, assistance and advice is available from County Supplies.

Is the equipment leased or rented?

Equipment is facilitated through a direct rental with the supplier. Most other companies operate leases, which usually involve a third-party finance company. This means you have to pay two different companies for your equipment and service. Outright purchased equipment is also available, however the cost per page is mandatory.

What is the rate of charge for A3 pages?

A3 copies are charged at the same rate as A4, even on colour copies.

Are there any other charges besides the rental and copy costs?

No, other charges will be made as part of the contract. Other companies will often charge for administration, delivery, set-up, networking, training, and even collection of the machine at the end of the contract.

What is the service response time?

An engineer will visit your machine within a maximum of 6 hours (average 4 hours) of a service request being placed, between the service hours of 8.30 and 17.30.

What happens if the service levels are not met?

The contracted supplier will pay you compensation should the service levels in the contract not be fulfilled. Please contact Tracey Mort on (01962) 826926.

What's included in my cost per page?

The cost per page is mandatory with all contracts and includes all toner, staples, service, labour, parts, preventative maintenance, networking and training requirements.

Who is responsible for insuring the equipment?

Contracted suppliers insure the equipment against loss or damage. Engineer/installation teams carry the required £10,000,000 public liability insurance cover to work at HCC locations.

Are there minimum copy/print volumes?

No, County Supplies doesn't support minimum copy/print volume arrangements. If you use one copy/print, you are charged for one copy.

What happens if my copy/print volume increases or decreases?

Should an increase or decrease in copy/print volumes cause reliability issues with your machine, the contract will be terminated without penalty so that you can obtain a more suitable machine from the contracted supplier.

How much will it cost to move the location of my machine?

The relocation of a machine on the same floor within a building is free of charge. The relocation of a machine between floors or to another location will incur a charge to cover costs, which will be calculated at the time of the removal request. Suppliers will require a minimum of 10 working days' notice to ensure the relocation is completed on the specified date.

What happens at the end of my contract period?

An information pack will be sent by County Supplies three months prior to a contract's expiry date detailing the options available, including taking a new machine and contract extension discounts.

If I am having serious problems with my machine, who should I contact?

If a problem cannot be fixed or resolved through the normal service procedure, with the supplier's service devision, you should contact County Supplies. Our position allows us to get issues resolved quickly and efficiently.

I have switched suppliers, how can I get my old machine collected?

Once your new contracted supplier has advised you of the delivery date, please complete our online collection request form. Collection will take place within ten working days.

What would I have to pay to terminate my contract early?

Early contract terminations will incur a charge for the outstanding rentals remaining. If you are terminating early due to your organisation closing down, then your contract will be terminated without rental charges or penalty. Further advice should be sought from Tracey Mort on (01962) 826926.

Where can I obtain advice on what equipment will best suit my requirements?

Please contact the representatives of the contracted suppliers for further guidance who work in conjunction with County Supplies.

Where can I obtain a new contract or extension form?

Contract and extension forms are available to download from this website.

If I'm happy making my own decision, where can I obtain an updated price list?

Please complete the online request form. Prices will then be e-mailed to you.

How long does it take for consumables to be delivered?

Consumables will be delivered free of charge within two working days.

What happens if I want to add an optional extra to my machine after installation?

You can add optional extras to your machine at any point provided they are still available. However, the capital cost will be pro-rated over the remaining term of the rental agreement.

Are engineers CRB (Criminal Records Bureau) Checked?

Yes, all engineers have been CRB Checked.

Top of page