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Queen's University

Multi-Function Devices

Working with the Ontario Education Collaborative Marketplace (OECM) Queen's and OECM have signed an 8 year agreement with Xerox Canada for the provision of a wide range of multi-functional copiers and digital printers for the publicly funded educational sector in Ontario.  The agreement began on July 6, 2012 and expires March 8, 2020.

Queen's University prefers the procurement of Multi-Function Devices (MFD) to the purchase of individual electronic equipment items such as printers, copiers, scanners, etc. Sometimes referred to as 'multi-function printers', an MFD can copy, print, scan, email and fax all from one physical unit. Most MFDs will even allow you to carry out more than one of these tasks simultaneously. As a business solution the MFD is ideal because it allows your office to increase productivity, streamline tasks, save on office space and potentially decrease costs by only paying for and maintaining one machine instead of a number of individual machines.

Prior to having a new MFD delivered please visit the ITS Standards for Multi-function Devices with a Hard drive Page.

for guidance on setting the equipment up on the network in a manner that will ensure our requirements for privacy and confidentiality are met. 

To leave feedback regarding this Supplier please contact Eoin MacDonald ( or 613-533-2175).

Supplier Contact Information





Xerox Canada




Primary Contact:

Matt Brathwaite

Account Manager

Better Business Equipment

690 Innovation Drive, Unit 2, Kingston, ON K7K 7E7

Tel. 613-802-8379



Service & Supplies: 1-800-939-3769

Billing Information:


Secondary Contact:

Bob Vickers

Business Development Manager

Better Business Equipment

Tel. 613-305-2262

Contract Term & Product List

Five-year term with 1 optional three-year term. No minimum volume commitments.
    Standard Configuration

    The Supplier will provide the following types of MFD's during the Term of the Agreement:

    • 35ppm (monochrome)
    • 55ppm (monochrome)
    • 50ppm (colour)
    • 75ppm (monochrome)
    • 70ppm (colour)
    • 90ppm (monochrome)
    • 50ppm (monochrome) (no 11 x 17)
    • 25ppm (colour)
    • 35ppm (colour)
    • 44ppm (colour) (no 11 x 17)

    Base Model Configuration - all MFD's will include:

    • Asset tracking software
    • Automatic reduction/enlargement
    • Automatic return document feeder
    • Duplexing (double sided copying)
    • Electronic sorting
    • Fax capability
    • Finisher with stapling
    • Four (4) paper trays (including one high copy capacity paper tray)
    • Hard Drive - minimum 128bit encrypted (with immediate over write)
    • Network accounting functionality
    • Network ready
    • Postscript and PCL capable
    • Print drivers
    • Scan to colour (creating searchable PDF files)
    • Scan to email using SMTP (creating searchable PDF files)
    • Scan to network (creating searchable PDF files)
    • Secure print

    Network Attached Multi-Function Devices

    All MFD's are network ready.  Queen's ITS  will have instructions for connecting the equipment to the network.  Level 4 MFDs requires 20 amp electrical outlet - receptacle can be provided by Xerox

    Optional Configuration

    User codes for charge back


    • - Meter readings will be sent to Xerox automatically via email for all connected devices.  A copy of the email will be sent to the designated person within each Institution.
    • - HST will be added to all invoices
    • - Invoices will be sent directly to Accounts Payable and then charged out to Departments

    Customer Service/ Maintenance

    Customer Service Professional will be allocated to each Institution.  This is the first level of contact when reporting service problems.

    Service Response Time

    On-site technical support when required

    Response time: Within 1 Business day

    Supply Orders

    Supplies will be delivered within 24 hours.  If supplies need to be ordered, call 1-800-939-3769

    Toner, Staples and Other Required Supplies Toner, staples and other required supplies (i.e fusers, waste containers, maintenance kits, etc.) to keep the MFD's in good working order will be provided to all Clients AT NO CHARGE, as required, for the Term of the Agreement


    • - Training material will be provided along with training documentation, CD's, on-line web links
    • - All staff, as needed,  will be trained on-site; follow-up training can be arranged as required.
    • - "Train the trainer" sessions will be held for designated Institution staff, if required.
    • - Designated trainers will be responsible for on-going training and support with the department.

    Equipment Reliability

    Xerox will not be responsible for abuse or misuse of equipment.  Any equipment not performing as expected shall be removed and replaced with like equipment at no cost and co-terminus with the same terms of the original device

      Relocation of Equipment

      Relocation shall be done with the assistance of Xerox personnel and their Logistics department.

      Change in Requirements

      Should there be a change in requirements and/or the equipment is no longer needed, contact the designated person within the Institution, who will ensure the equipment is replaced or removed.

      Customer Service Professional (CSP) Conduct

      Any issues regarding the conduct of a Xerox technician should be directed to the designated person within each Institution.

      Designated Institution Representative

      Seaway Solutions: 

      Ben Bowen - 613-453-8714


      Service & Supplies 1-800-939-3769

      Kingston, Ontario, Canada. K7L 3N6. 613.533.2000