Printer Maintenance and Consumables

Project goals

Council is seeking Tenders from suitably qualified and experienced Respondents for the provision of services of printer consumables and maintenance across Council’s fleet of printers. Council will, under a separate tender process, engage with a provider to progressively replace the printer fleet. The new printers will be supplied with a warranty and maintenance for five (5) years. An option in the new printer contract will be the incorporation of a pay-per-print bundle with the respective printer. Where this pay-per-print option is accepted, only the consumables for the remaining printers until they are replaced will remain under this contract.

Note: Some printers will be added to the follow-me-print program being rolled out across Council during this contract period.

Scope

Council is seeking to establish a single provider for the following services:

1. The provision of suitable software to monitor printer usage and consumable replacement and maintenance program for the existing print fleet.
2. The provision of branded consumables for the Council’s existing printer fleet, no later than the 10% threshold being reached, to ensure no downtime is experienced. Delivery is to the site of the printer.
3. The provision of maintenance for the Council’s existing printer fleet with next business day SLA. Maintenance is at the site of the printer. Where the maintenance is likely to be greater than 10% of the value of the printer, a quote for repairs must be provided for approval prior to proceeding.
4. The provision of an urgent, same-day service option for mission-critical printers.
5. Alternate option of pay-per-print service, covering consumables and maintenance.
6. Alternative option of a preventative maintenance program across the printer fleet every six months.

Council’s preference is for one supplier. Where more than one supplier is required to cover all requirements, the Council reserves the right to split the coverage into multiple contracts or establish a master contractor to manage the component parts and provide full coverage.