Objectives

The primary objective of this tender is to appoint a qualified service provider to supply, deliver, install, and maintain new multifunction copiers and printers for the Ggda Group over a period of 36 months. The goal is to establish a seamless office automation environment with cost-effective solutions, ensuring efficient operation, minimal downtime, and comprehensive support for multifunction devices, including repair and maintenance services.

Scope

The scope encompasses the provision of:

• Supply and delivery of 29 multifunction printers (MFPs) with specified features and specifications.
• Installation and commissioning of the devices within a maximum of five working days from order.
• Ongoing maintenance, repair, and support services for the duration of 36 months.
• Provision of consumables such as toners and cartridges, with the bidder responsible for replenishment.
• Implementation of print management software and related services.
• Provision of training, support desk services, and reporting functionalities.

Technical Requirements

The technical specifications for the multifunction printers include:

• Device with a 10.1” touch panel, 8,192 MB RAM, 256 GB SSD, Ethernet, USB, Wi-Fi connectivity.
• Print speeds of at least 65 ppm for A4 mono/colour, with duplexing capabilities.
• Paper input capacity of 1,150 sheets, with support for various paper sizes and weights (52-300 g/m²).
• Automatic document feeder supporting up to 300 originals, with multiple finishing modes (stapling, punching, folding).
• High-resolution printing (up to 1200 x 1200 dpi), scanning (up to 600 x 600 dpi), and copying functionalities.
• Compatibility with various operating systems including Windows, Mac OS, Linux, and mobile platforms (AirPrint, Mopria, Google Cloud Print).
• Embedded print controller with optional Fiery controller, supporting PostScript, PCL, and XPS languages.
• Security features including user authentication, secure print, data encryption (AES 256), and audit logs.
• Support for advanced features such as scan-to-email, scan-to-folder, and integration with document management systems.

Skills Requirements

The successful bidder must demonstrate:

• Experience in supplying, installing, and maintaining multifunction printers of similar scope and complexity, supported by reference letters and client testimonials.
• Qualified technical personnel with OEM-specific training at NQF Level 5 or higher, including at least three technicians with relevant experience.
• Capability to provide on-site support, training, and comprehensive maintenance within specified timelines.
• Proficiency in implementing print management and security software, with the ability to generate detailed usage and audit reports.
• Ability to supply consumables and spare parts reliably, maintaining adequate stock levels to ensure continuous operation.
• Proven track record of working with government or similar large organizations, adhering to compliance and security standards.