Smith College Year 2000 - Science Center Update

Purchasing Department
Y2K Update

(June 30, 1999)

The Purchasing department is responsible for the Y2k readiness of copiers, fax machines and electronic typewriters, campus-wide, as well as the bookstore and the Y2k readiness of its own internal systems, such as the Purchase Order System, the Procurement Card System, and Fixed Asset bar-code label-generation.

We have been contacting vendors and reviewing the status of the various pieces of hardware, any related software, as well as contractual services on campus towards a goal of uninterrupted functionality .

Actions taken to date are as follows:

1. We have completed surveying of all copiers on campus for Y2k readiness:

The following model Canon copiers are Y2k ready:

NP6221, NP6016, NP6412, NP6230/6330/6035, NP2120, NP3030, NP3050, NP4050, NP6545, NP6560/6080/6085/6285, GP200S

The following model Sharp copiers are Y2k ready:

SF-2030, SF-2040

The following model Xerox copiers are Y2k ready:

1090, 2520, 5390, 5791

The following model Risograph digital duplicators are Y2k ready.

GR1700

Based upon this information from the vendors, to the best of our knowledge,
all copiers on campus are Y2k ready. Please contact Purchasing immediately
if you do not find your model copier listed above.

2. We have completed surveying of all fax machines on campus for Y2k readiness.

The following model Brother fax machines are Y2k ready.

3500ML, 3550, 3650, PF2750

The following model Canon fax machines are Y2k ready.

L775, L777, B340

The following model Hewlett Packard fax machines are Y2k ready.

C3510A

The following model Hewlett Packard fax machines are not Y2k ready

and will not be made Y2k ready.

700, C3530A

The problem: During the years 2000-2009, the fax header will be incorrectly displayed as 200-209.

Suggested correction: Always enter correct date on fax cover sheet. Replace machine in next budget
period after useful life.

The following model Panasonic and/or Panafax fax machines are Y2k ready.

3550, PPF-3550, UF-270, UF-280M, UF-300, UF-312, UF-312-AV, UF-770

The following model Ricoh fax machines are not Y2k ready
and will not be made Y2k ready.

550

The problem: If the "NIGHT TIMER" feature is not used, the models listed above will operate properly including date stamping after January 1, 2000. However, manual clock adjustment is available only through 1999. To program after January 1, 2000 you must manually set the clock to 11:59 PM December 31, 1999, wait until it changes to 2000, and then set a date and time. If the "NIGHT TIMER" feature is used the models listed above will transmit and receive normally; however, the "NIGHT TIMER" settings may not function properly if the time is manually adjusted after January 1, 2000.

Note: This feature is rarely used on the model listed above.

The following model Sharp fax machines are Y2k ready.

FO-216, FO-240, FO-750, UX-1200, MFC 7000FC

The following model Xerox fax machines are Y2k ready.

7024

Based upon this information from the vendors, to the best of our knowledge, all fax machines on campus are Y2k ready or will continue to operate after January 1, 2000. Please contact Purchasing immediately if you do not find your model fax machine listed above.

3. We surveyed all electronic typewriters on campus for Y2k readiness.

The following model IBM or Lexmark electronic typewriters are Y2k ready.

Personal Wheelwriter

Quietwriter 8

Wheelwriter 2, 5, 6, 10, 15, 1000

Based upon this information from Lexmark, to the best of our knowledge, all IBM or Lexmark electronic typewriters on campus are Y2k ready.

Note: Wheelwriters are no longer sold or serviced under the IBM name. It is now Lexmark.

The following model Xerox electronic typewriters are not being assessed by Xerox
forY2k readiness because they are no longer serviced or supported.

610, 620, 625, 627, 630, 6010, 6020

Purchasing is currently still working to determine the status of Xerox Memorywriters. We hope to have an answer for you shortly.

Please contact Purchasing immediately if you do not find your model electronic typewriter listed above. (Electric typewriters,such as IBM Selectrics, don’t have date chips.)

4. The Fargo Allegro label printer, which is used to produce Fixed Asset labels, has not been determined to be Y2k ready. We are awaiting a response from the manufacturer. The StrandwareLabel Matrix for DOS 1.0 is not Y2k complaint. We will upgrade the software to Strandware Label Matrix for Windows 4.00 or higher, which is Y2k ready.

5. The Procurement Card: Our Procurement Card program with First Chicago and Mastercard is Y2k ready.

6. Greycourt Bookstore: "Follett College Stores believes that its electronic information systems will be ready for the new millennium dates. Follett College Stores expects no interruption to service or product distribution due to the dates in the Year 2000 or thereafter."

7. The Purchase Order System is part of BANNER Finance, for which ITS is responsible. Banner has been certified compliant by the vendor.

8. We developed the following Y2k Compliance Warranty Statement, which is being included with every relevant Purchase Order issued between now and March 1, 2000.

_______________________________________________________________________

Y2k COMPLIANCE WARRANTY

The duration of this warranty and the remedies available to the college for breach of this warranty shall include repair or replacement of any product, whose non-compliance is discovered or made known to the Vendor at any time during the expected life of the product in writing, at no additional charge to the college, provision of equivalent service at no additional charge, and repayment of any additional costs incurred by the college as a result of the product, good, or service’s failure or delay under this warranty.

Further, the vendor shall indemnify, defend, and hold harmless the college from any and all damages to the college or third-party arising out of the failure of the products, goods and/or services to comply with the terms of this warranty. Nothing in this warranty shall be construed to limit any rights or remedies the college may otherwise have under this contract with respect to defects other than Year 2000 performance.

This Y2K Compliance Warranty is an integral part of this Purchase Order, which is not valid without the warranty. In the event of a discrepancy between the terms of this Purchase Order and any other Year 2000 compliance and/or warrantee statements, the terms of the Purchase Order shall govern.

_____________________________________________________________________________________

Note: Consider including this warranty statement in the contract language of any contracts currently under negotiation for the purchase of any goods or services that might be affected by the Y2k bug, either by modifying the language and building it into the contract text, or else by issuing the contract pursuant to a Purchase Order which will automatically include the warranty by reference.

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