Tender Summary: Managed Print Services

Objectives

The primary objective is to procure a scalable, secure, cost-effective, and sustainable fully managed print service. The solution must enhance operational efficiency, strengthen information security, reduce environmental impact, and align with sustainability and energy-efficient ICT objectives across all operational sites.

Scope

• Service Duration: Thirty-six (36) months from the date of onboarding.
• Coverage Area: Cape Town head office, regional offices, landscape offices, nature reserves, and remote worksites throughout the Western Cape.
• Core Deliverables: End-to-end managed print service including supply, rental, installation, configuration, maintenance, support, proactive monitoring, usage reporting, and provision of all consumables, spare parts, and print management software.
• Fleet Size & Transition: Based on approximately 34 existing devices. Full transition from legacy equipment must be completed within one month of contract award, with final handover by 20 November 2026.
• Pricing Structure: Fully inclusive monthly rental per device model covering hardware, consumables, labour, travel, callouts, support, software, implementation, and VAT. Pricing must account for baseline historical usage volumes, with clear declarations of overage rates and any minimum billing arrangements.

Technical Requirements

• Hardware Specifications: Devices must be new, current-production models (not refurbished). Must support A4 and A3 printing, colour and monochrome output, automatic duplex printing, and automatic document feeders. Minimum print speed of 30 pages per minute.
• Connectivity & Integration: Network-ready, compatible with current Windows endpoints, and configurable only in coordination with client ICT. Must support secure network printing protocols.
• Security & Data Protection: Implementation of secure print release (PIN or equivalent authentication), administrative access controls, firmware management, audit logging, and hard drive encryption/data wiping prior to redeployment or disposal. All data handling must comply with POPIA standards.
• Software & Reporting: Integrated print management software for device monitoring, usage analytics, alerting, and departmental reporting. Monthly reports must cover SLA performance, uptime, consumables, repeat faults, fleet optimisation, and estimated energy savings (kWh/watts saved via sleep/power-down modes).
• Service Level Agreements (SLAs): Weekday helpdesk availability. Critical outage acknowledgment within 30 minutes and response plan within 2 hours. On-site support within 4 business hours for metropolitan sites and next business day for remote reserves. Service restoration target of 8 hours, with replacement devices provided within 24 hours for unresolvable major failures. Proactive consumable replenishment and scheduled preventative maintenance required.
• Sustainability: Devices must feature automated low-power modes, configurable inactivity timers, and default duplex settings. Bidders must provide evidence of recognised energy-efficiency certifications (e.g., ENERGY STAR, EPEAT, Blue Angel) and submit quarterly evidence of responsible e-waste recycling and disposal.

Skills Requirements

• Demonstrated capacity and proven experience delivering managed print services of comparable scale, complexity, and geographical spread.
• Strong project management capabilities to execute seamless hardware transitions, network integration, and user migration within strict deadlines.
• Technical expertise in IT network security, print server configuration, secure release protocols, and POPIA-compliant data management.
• Proficiency in fleet optimisation, predictive maintenance scheduling, and advanced usage analytics reporting.
• Established supply chain and logistics networks capable of rapid deployment, remote site servicing, and timely delivery of replacement units across rural and reserve locations.
• Valid client references and manufacturer authorisation/certifications for proposed equipment.

Explanation of Unusual or Complicated Terms

• Managed Print Service (MPS): An outsourced solution where a single provider manages the entire print lifecycle, including hardware leasing, software monitoring, consumables supply, maintenance, and reporting, typically billed via a unified monthly fee or cost-per-page model.
• Secure Release Printing: A workflow where print jobs are held on a server until the authorised user authenticates at the device (via PIN, badge, or login), preventing sensitive documents from being left unattended at the printer.
• POPIA Compliance: Adherence to South Africa’s Protection of Personal Information Act, requiring strict controls over how personal data (including scanned documents or user credentials) is stored, processed, encrypted, and securely erased.
• Baseline Usage Volumes: Historical print data (January–June 2026) provided solely for pricing accuracy and device capacity planning. Actual future volumes may fluctuate, so bidders must clearly state overage charges and any minimum monthly billing commitments.
• 80/20 Preference Point System: A procurement scoring methodology where 80 points are allocated based on competitive pricing and 20 points are awarded according to the bidder’s Broad-Based Black Economic Empowerment (B-BBEE) status level.