Objectives

The primary objective of this tender is to supply, deliver, install, maintain, and support office equipment—including printers, copiers, multifunction devices (lease option)—and print management software for a period of three years. The goal is to enhance office productivity, streamline print management, and ensure efficient maintenance and support of office equipment within the Kouga Municipality.

Scope

The scope encompasses:

• Supply and delivery of various multifunction printers, copiers, and shredders.
• Installation and commissioning of office equipment and print management software.
• Maintenance, servicing, and support of leased equipment for three years.
• Provision of print management software for overseeing all leased printers and supporting reporting, quotas, and restrictions.
• Provision of network points and related infrastructure as supplied by the municipality.
• Training of municipal staff on equipment and software use.

Technical Requirements

Office Equipment

• High Volume Multi-Functional Photocopier (Colour Category 1): Capable of handling 20,000–30,000 copies/month, with features like A3/A4 sizes, multiple trays, email/FTP/SMB/WebDAV/USB/HDD/WSD/URL connectivity, fingerprint or PIN authentication, and certified wipe capabilities.
• Standard Multi-Function Machines: For day-to-day photocopying, with minimum 128GB SSD storage, network connectivity, and private use features.
• Desktop Machines: For 2-3 officials, with minimum 64GB Flash storage, network connectivity, and PIN or OEM certified wipe features.
• Higher Volume Machines: For larger departmental needs, with similar specifications but higher capacity.
• Shredders: For 5-30 officials, capable of shredding up to 24 sheets simultaneously.

Print Management Software

• Must oversee all leased printers and provide detailed reports on usage, quotas, and restrictions.
• Support chargeback and departmental cost recovery.
• Provide low consumable alerts and support for user authentication via PIN and card.
• Support network scanning (Scan to Email, FTP, Network Folder, USB, etc.) and compatibility with Windows 11 and macOS 10.6.8+.

Skills and Skills Requirements

• Technical expertise in the installation, configuration, and maintenance of multifunction printers, copiers, shredders, and related office equipment.
• Proficiency in deploying and supporting print management software, including setup, user training, and troubleshooting.
• Knowledge of network infrastructure, including network point installation, connectivity, and security features like fingerprint or PIN authentication.
• Experience in providing technical support, preventative maintenance, and quick resolution of breakdowns, ensuring minimal downtime.
• Ability to supply and replace consumables, spare parts, and accessories at all times, including during breakdowns.
• Capability to deliver training to municipal staff on equipment operation and print management software usage.
• Compliance with all technical specifications, safety standards, and municipal requirements.