table of contents - manitoba · ordering through sap ... idm is collected each business day for...

MDA Contacts ....................................................................................................................................Inside Front CoverMDA – Superior Value – Best Choice! ........................................................................................................................ 3About MDA ...........................................................................................................................................................................5Agency Services ..................................................................................................................................................................6 Catalogues and Flyers ..............................................................................................................................................6 Transportation, Moving and Office Relocation ................................................................................................ 6 Materials and Equipment Disposal Service ...................................................................................................... 6 Used Furniture ............................................................................................................................................................6 Furniture Repair Service ..........................................................................................................................................6 Client Goods Management Service ..................................................................................................................... 6 Storage Service ...........................................................................................................................................................6Mail and Printing Business Solutions ......................................................................................................................... 7MDA Green Choice Program .........................................................................................................................................9Toner Recycling Program ..............................................................................................................................................10Ordering Methods ...........................................................................................................................................................11Ordering Through SAP ...................................................................................................................................................11Product Orders ..................................................................................................................................................................12MDA Return Policy ..........................................................................................................................................................12Manitoba Branded Products .................................................................................................................................13-16Paper .............................................................................................................................................................................17-22Toner Cartridges & Computer Accessories .......................................................................................................23-38Labels, Filing & Storage ...........................................................................................................................................39-58Binders & Presentation ...........................................................................................................................................59-68Office Essentials ........................................................................................................................................................69-98Writing Instruments ............................................................................................................................................... 99-110Moving, Shipping & Mailroom .........................................................................................................................111-118 Mail Pre-Paid Products ..............................................................................................................................119-120Government Forms .............................................................................................................................................121-122Furniture ..................................................................................................................................................................123-132Workstations ..........................................................................................................................................................133-144Cleaning Products & Supplies .........................................................................................................................145-152Floor Care ...............................................................................................................................................................153-160Catering & Kitchen ...............................................................................................................................................161-172Restroom Supplies ..............................................................................................................................................173-184Personal Care ........................................................................................................................................................185-198Index .........................................................................................................................................................................199-207Green Choice Index ............................................................................................................................................208-210SAP Index ................................................................................................................................................................211-222

Table of Contents

WATCH FOR THESE HELPFUL SYMBOLS THROUGHOUT THE CATALOGUE…

!New products now available.

EcoLogo helps customers find and trust the world’s most sustainable products in over 120 product categories.

Guarantees the forest products you purchase come from responsibly managed forests and verified recycled sources.

Environmentally responsible, preferable, safe and sensitive.

Important notes.

1MATERIALS DISTRIBUTION AGENCY

2 MATERIALS DISTRIBUTION AGENCY

Superior Value – Best Choice!

• Name Brand Quality Products• Competitive Pricing/Substantial Savings• Superior Services/Professional Staff• Outstanding Client Service/Commitment to Satisfaction

FIND OUT WHY… MDA PRICING IS COMPETITIVE AND THE BEST VALUEMDA sources and bulk purchases a variety of commonly used brand-name products. These items are sold in smaller units allowing clients to purchase products in the most cost-effective manner. Product prices are the same throughout the province — whether an item is ordered within Winnipeg or from Thompson. MDA overall is the best value for your money.

PRICE COMPARISONSIndependent audits are conducted periodically and confirm that MDA is more cost effective than buying directly from retailers on most items. MDA also regularly performs price comparisons on various products. And yes, MDA continues to have lower or at par pricing compared to its competitors on most products. Overall, MDA still remains the best choice!

NEW PRODUCT SUGGESTIONSAlthough MDA carries 1000s of products, it doesn’t have every single product available. That’s why MDA customers can contact MDA or submit a New Product Suggestion form to request a product be brought in as a standard item. Tell us what items MDA should carry and why. One time product requests can also be made. MDA would bring these items in as a “special order.”

Submit a New Product Suggestion form:

• http://www.mda.gov.mb.ca/new-products-services.html

• Back cover of catalogue

• Email with details to: [email protected]

PRODUCT SATISFACTIONMDA products — your satisfaction! MDA is committed to providing its customers with quality products. If an item you purchased or received from MDA does not perform to your expectation, contact MDA Client Services.

Provide the following information and email to: [email protected]

• item name

• SAP number

• detailed description of the concern

Important! Product brands and/or prices are subject to change without notice. We apologize for any inconvenience, errors or omissions.

!


http://www.mda.gov.mb.ca/new-products-services.html

mailto:[email protected]

mailto:[email protected]

About MDA

MDA is located at 7-1715 St. James Street in Winnipeg. It operates as a Special Operating Agency (SOA) under the Manitoba Government.

MDA is compliant with all government procurement policies, and is the designated provider for your workplace materials, distribution services and mail management solutions. Experienced and professional staff offer specialized and comprehensive province-wide services to government and government-funded organizations.

MDA OFFERS• STATIONERY AND JANITORIAL PRODUCTS

• MEDICAL SUPPLIES

• NEW OFFICE FURNITURE

• USED OFFICE FURNITURE

• FURNITURE REPAIRS

• MOVING AND OFFICE RELOCATION

• DISPOSAL SERVICE

• ELECTRONIC INVOICING

• CLIENT GOODS MANAGEMENT

• STORAGE SERVICE

• INTERDEPARTMENTAL MAIL (IDM)

• DIGITAL VARIABLE DATA PRINTING

• MAIL FINISHING

• COURIER CONTRACT RATES

• FEDERAL MAIL SERVICE

• MANITOBA BRANDED PRODUCTS


CATALOGUES AND FLYERS 204-945-3000Our two convenient catalogues include over 3500 products available at MDA. The MDA Products & Services Catalogue features stationery products, janitorial supplies and office furniture. Keep informed of new and discontinued products, price changes and MDA news by subscribing to the monthly flyer, MDA Connected. The MDA Medical Products Catalogue features medical supplies and equipment, with MDA quarterly Medical Updates Flyer.

To request your free catalogue, or to subscribe to one of our flyers, please send your request to [email protected]. (The catalogues and flyers may also be downloaded from the MDA website at www.mda.gov.mb.ca.)

TRANSPORTATION, MOVING AND OFFICE RELOCATION 204-791-0978Whether you are moving across the province or down the hall, our experienced staff will work closely with your office to tackle all of your moving needs. MDA is responsible for all government moving and office relocations and works with Accommodation Services, ICT Services, MTS and workspace renovations to make your relocation as effortless as possible.

To use this service: Complete the Transportation Request (TR) Form from the Downloads page of the MDA website at www.mda.gov.mb.ca. MDA will contact you to review the details and provide a quote.

MATERIALS AND EQUIPMENT DISPOSAL SERVICE 204-791-0978MDA is mandated by the provincial government for all disposals. MDA redistributes usable materials to other government departments and sends unusable items to a recycling company.

To use this service: • Decide what items you no longer require.• Complete the Transportation Request (TR) Form

on the Downloads page of the MDA website at www.mda.gov.mb.ca.

• MDA will contact you to finalize details and arrange for disposal.

USED FURNITURE 204-791-0978Help reduce the negative impact on the environment. Purchase gently pre-owned office furnishings from MDA.

We carry a generous supply of boardroom chairs, filing cabinets, desks and tables. Call today to find out if we have what you’re looking for!

To use this service: • Contact MDA at 204-791-0978 for the latest inventory

of used furniture available.• Complete the Transportation Request (TR) Form

on the Downloads page of the MDA website at www.mda.gov.mb.ca. MDA will deliver the furniture and will invoice your office.

FURNITURE REPAIR SERVICE 204-791-0978Do you have a favourite chair or desk in need of repair? Contact MDA and have your favourite item restored! Call 204-791-0978 for a quote.

CLIENT GOODS MANAGEMENT SERVICE [email protected] you have a project that requires additional space or staff? MDA specializes in the management and distribution of its clients’ goods. If you don’t have the staff or space or both, MDA can help. We provide the coordination and distribution of your materials. MDA will work with you to ensure your specific needs are met. We are logistics professionals with experience in:

• procuring and arranging delivery of products• developing distribution cycles• providing inventory services• providing project summary reports

To use this service: Email [email protected] to schedule a meeting with an MDA specialist to discuss your personalized requirements.

STORAGE SERVICE 204-330-6117Do you have items that require short or long term storage? MDA operates a secure storage facility to assist with your storage needs.

Agency Services


http://www.mda.gov.mb.ca




MAIL SERVICES CONTACT INFORMATION Phone: 204-945-2820Fax: 204-945-5753Email: [email protected] to obtain your MDA Client Number. Email for your copy of the Mail Services Guide.

INTERDEPARTMENTAL MAIL (IDM)IDM is the fastest, most reliable and cost-effective way to send internal mail. MDA delivers to over 1000 clients at over 240 locations in Winnipeg and the rural area.

IDM is collected each business day for next business day delivery in Winnipeg and most rural locations.

Custom IDM envelopes (page 113) and prepaid labels (page 119) are used for IDM.

IDM SIGNATURE SERVICEReceive confirmation that your IDM package arrived at its destination! Booklets of Signature Service Delivery Slips are found on page 119.

Simply fill out a Signature Slip and retain the originator portion. Next, affix the remaining three copies to the item. Place the item in your IDM pickup area. Once your item is delivered, the signed “Proof of Delivery”portion is returned to you.

FEDERAL MAIL THROUGH MDANo need to buy stamps or have your own postage equipment! MDA processes, weighs and sends your mail, quickly and efficiently.

Bundle your mail with your client # and send to MDA via IDM. We will process, deliver to Canada Post and bill you direct. It’s that easy!

Mail and Printing Business Solutions

MAIL FINISHING SERVICESMDA Mail Services is 100% secure and handled by MDA staff who ensure your mailing is correct and mailed on time. Our service helps you reach your specific audience or large group. We can help you with:

• Address correction/verification

• Addressing letters, labels and envelopes

• Folding • Inserting • Mail sorting• Matching

COURIER CONTRACT MANAGEMENTSave time and money by shipping documents or parcels right from your office. Over 900 offices are already saving with MDA’s Courier Contract Rates.

• Call MDA to obtain your Courier Agreement Number • Arrange for pick up from Purolator or Canada Post• Complete a bill of lading• Purolator or Canada Post will pick up your package

DIGITAL VARIABLE DATA PRINTINGMDA can handle your organization’s digital variable data black and white printing needs – quickly and efficiently – through its Digital Printing Office.

Send us your file. We’ll complete a merge, format it, and print. MDA offers double or single-sided printing, with staple, collate and paper size options.

The cost per impression on our machines is significantly lower than the costs of running your own printer.

Our machines process a single document 112 pages per minute: that’s 6,720 copies in an hour.


Mail Services*Service Standard number of days for mail delivery

Local Provincial/Regional National

Addressed Admail 3 4-7 5-9

Business Reply Mail 2-4 2-4 2-8

IDM Next business day 1-2 N/A

Incentive Lettermail 2-4 2-4 2-8

Lettermail 2 3-6 4-8 Between most major centres

Parcel Post –

Expedited Canada 1 1-3 2-7

Priority Courier (Major Centres) Noon next business day Noon, Next day 1 Business day

Publications Mail

Regular 3-8 3-9 5-13

Time Committed 2-7 2-8 4-12

Registered Mail – Domestic

Major Urban Centres 2 3 4

Unaddressed Admail

Flyers, Newspaper

Type Items, Cards,

Co-op Mailings, Coupons, 2 business days 3-4 business days 3-7 business days

Envelopes, Single

Sheet Items Xpress Post Next day 1-2 2 days between most major centres

*Some exceptions may apply. Delivery standards are subject to change without notice. *Delivery standards are based on the service requested.


GREEN CHOICE CONTACT INFORMATION Phone: 204-945-4668 Fax: 204-948-3414Email: [email protected]

The MDA Green Choice Program promotes a healthy environment through the products and services offered. Sustainably responsible purchasing is an important component in the Manitoba Government’s Green Prosperity Act.

GREEN CHOICE PRODUCTSMDA has close to 300 Green Choice products and is growing every year! These EcoLogo, FSC, and FSI products have recycled content, and can be reused or disposed of in a responsible manner.

GREEN CHOICE PROGRAM INITIATIVES• Equipment Rental Program. Ensures the safe and

cost-efficient reuse of medical equipment.

• Interdepartmental Mail (IDM) Service. Internal mail service reuses envelopes.

• MDA Calendars. Two-year, double-sided calendars printed on Forest Stewardship Council (FSC) paper.

• MDA Catalogues. Printed on Forest Stewardship Council (FSC) paper and are recyclable.

• Storage and Shipping. Recycled cardboard and wood pallets used for storage and for shipping packages.

• Minimum Orders. Reducing the number of small orders means less packaging, paper and carbon dioxide emitted from delivery trucks.

• Surplus Furniture Program. Gently pre-owned office furniture is resold, reducing landfill disposals.

• Toner Recycling Program. Buying toner from MDA saves money, plus returning used cartridges helps reduce plastic waste.

GREEN CHOICE TOOLBOX• GREEN CHOICE SYMBOL

This is a symbol located throughout the catalogue indicating a Green Choice product or service.

• ECOLOGO EcoLogo is a respected environmental standard worldwide. It guarantees the products and services bearing the logo meet stringent environmental standards verified by a third party auditor.

• FOREST STEWARDSHIP COUNCIL (FSC) CANADA An international certification and labelling system guaranteeing the forest products you purchase come from responsibly managed forests and verified recycled sources.

• SUSTAINABLE FORESTRY INITIATIVE (SFI) An independent, non--profit organization that is responsible for maintaining, overseeing and improving the internationally recognized SFI program.

• GREEN INDEX Index is located at the back of the catalogue.

• NEW PRODUCT SUGGESTION PROGRAM MDA is looking for new environmentally friendly products. Complete the form located on the website or email [email protected].

GETTING INTO IT• TomorrowNow – MANITOBA’S GREEN PLAN

This is a strategic action plan for Manitobans to protect the environment while ensuring a prosperous and environmentally conscious economy.

For more information, visit http://www.gov.mb.ca/conservation/tomorrownowgreenplan/pdf/tomorrownow_v2.pdf

• SUSTAINABLE PROCUREMENT OF MANITOBA This website provides public sector organizations and purchasers in Manitoba with sustainably responsible resources, tools and best practices.

For more information, visit http://manitobasustainableprocurement.com

MDA’s Green Choice Program


It is easy to return and recycle your empty cartridges after use – free of charge.

DAMAGED/DEFECTIVE CARTRIDGESCall MDA Client Services at 204-945-0570 to obtain a Return Authorization (RA) number. Quote the authorization number on the package to be returned.

DO NOT return damaged/defective cartridges through the Toner Recycling Program. Cartridges returned to MDA without an RA number will be recycled and a credit will not be issued.

MDA’s Toner Recycling Program

1Place an order

with MDA for the toner cartridge

you require. 2Install the new cartridge and place the old

cartridge in the box the new

cartridge came in.3Place the

Manufacturer’s Canadian Prepaid Return Label on

the box as illustrated in the manufacturer’s

directions.

RETURN OPTIONS AND TIPSCanada Post Place the Manufacturer’s Canadian Prepaid Return Label on the box. Deposit the package in any Canada Post letter box or take it to a Canada Post retail office.

Interdepartmental Mail (IDM) If you receive Interdepartmental Mail service, you may return your package to MDA using IDM. Please note that the Manufacturer’s Canadian Prepaid Return Label must be affixed to the package as per the instructions above.

Tips The Canadian Prepaid Return Label can be found with the cartridge purchased. If you require additional prepaid shipping labels or if you have multiple cartridges to return, please visit the manufacturer’s website or call the toll free number provided with the directions.


Ordering Methods

Minimum OrdersIn an effort to consolidate processing costs and increase order efficiency, MDA strongly recommends replacing frequent small orders with fewer larger orders.

Reducing the number of small orders means less packaging and paper. It also reduces the amount of carbon dioxide emitted from delivery trucks. Help reduce our footprint on the environment while keeping Manitoba cleaner and greener!

MDA reserves the right to charge a minimum order fee on orders less than $40.

MDA provides the following convenient ordering methods to help meet your department’s ordering requirements.

• SAP (for Manitoba Goverment 4600016364)

• Purchase Order (submit by fax 204-945-0293 or email [email protected])

• Corporate Credit Card (submit by fax 204-945-0293 or email [email protected])

The Outline Agreement to obtain products for stationery, janitorial, furniture or government forms is available in SAP. All departments are under the same Outline Agreement. The Outline Agreement number is 4600016364.

The procedure for creating a Release Purchase Order from an Outline Agreement is documented in chapter 5 of the STEM Basic Requisitioning Course. See the Downloads section at www.mda.gov.mb.ca.

Creating a release purchase order against an MDA Outline Agreement1. Review the MDA catalogue and make a shopping list

of your required products. The shopping list should include the SAP numbers and the quantity needed for each product.

NOTE: The Outline Agreement item number is the same as the MDA catalogue item number.

2. Create a Release Purchase Order for Outline Agreement 4600016364.

NOTE: To quickly display specific products on the Outline Agreement, follow the menu path document overview on >Selection Variant >MDA Contract. Click on the multiple selection arrow to the right of the Material Number field and create a list of the items you want to copy from the Outline Agreement. These would be the same numbers you selected from the MDA catalogue. >Select Copy >Execute. Click on the triangle next to the Outline Agreement number to display the items you have selected. Highlight the items and click >Adopt. The items will be copied into your Release Purchase Order.

3. Enter the appropriate quantity for each item. The prices appear after you copy the Outline Agreement items to your Release Purchase Order. Be sure to watch the unit of measure – Are you ordering an “Each” or a “Case”?

4. IMPORTANT INFORMATION REQUIRED Enter your name, phone number and MDA customer number in the Leading Document Text using the menu path >Header >Texts >Text Overview. Be sure to indicate the delivery address, contact name and phone number. Also include the invoice address, contact name and phone number. Enter your MDA customer number in the Collective Number field on the Header Additional Data tab. To transmit the Purchase Order to MDA, click >Messages and change Print Output to distribution ALE.

Please note: Contact and delivery information is important in case there is a problem with your order and we must contact you.

5. Have an approver release your Release Purchase Order in SAP.

6. Transmit your PO order to MDA using transaction ME9F.

7. To receive an automatic verification by email that MDA has received your order, contact us at (204) 945-3000 with your email address and Customer ID#.

For SAP Help Desk Support, please contact the ICT Service Desk at

204-926-3400 or 1-888-281-1139.

Ordering Through SAP


DELIVERY TIME SPECIFICATIONS WHEN ORDERING ON SAPWhen you place an order using SAP, MDA will process the order for delivery within 48 business hours of receiving it. However, delivery times are affected by the following:

• If you indicate a requested date on your order, MDA will deliver on the day requested.

• If your order takes more time at the approval level in your department before it arrives at MDA.

URGENT ORDERSFor urgent orders, contact MDA at 204-945-1614 with your request. Include item number 50003253 on your order. This is the urgent fee charge.

ORDER NOTIFICATIONIf MDA has your email address on file, you will be notified that your order was received. If you do not receive this notification, contact MDA at 204-945-3000 or [email protected] with your email information. We will add you to the list to ensure you receive confirmation for your orders.

If you are not fully satisfied with the products or services you receive, please call Client Services at 204-945-1614, 204-945-0570 or email [email protected].

To facilitate the credit process when returning a product, a Return Authorization Number (RA) is only required if the product is defective, or was the result of a packing or shipping error. Please contact Client Services to obtain a RA and instructions to return product(s) for credit.

Items returned due to a malfunction or defect will be returned to the manufacturer for credit.

PRODUCT RETURNS AND RESTOCKING POLICY

*0 - 15 days: Goods may be returned to MDA for refund. Items must be in saleable condition, in the original package, and accompanied by proof of purchase (packing slip or invoice). Please include reason for return. Clients are responsible for shipping. Products may be returned by IDM as applicable. Indicate “MDA Returns” on the shipping label.

*16 - 60 days: Goods may be returned to MDA for refund. A 15% restocking fee will apply, with a minimum charge being set at $7.50. Goods must be in saleable condition, in the original package, and accompanied by proof of purchase (packing slip or invoice). Please include reason for return. Clients are responsible for shipping. Products may be returned by IDM as applicable. Indicate “MDA Returns” on the shipping label.

61 days+: No returns or refunds.

For furniture return and restocking policies, please see page 124.

* Medical, furniture and special order items may not apply. Call MDA at 204-945-3000 for details.

MDA Return Policy

Service Delivery Time Additional Charge Standard Delivery 2 business days from receiving order No Charge Urgent Delivery/Pick Ups Within 24 hours $20.00

In Winnipeg, the standard delivery time for MDA warehoused products is 2 business days from the time MDA receives your order. Delivery time for clients outside Winnipeg is 3 – 5 business days, depending on the products and location. SAP Users: Insert special delivery instructions in the leading document text. Page 11 provides information on placing an SAP order.

Product Orders


table of contents - manitoba · ordering through sap ... idm is collected each business day for...

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