Multi-functional machines with PaperCut compatibility

What the buyer is asking for

OFA IKS is holding this procurement on behalf of the owner municipalities in the OFA cooperation to establish a new framework agreement for multi-function machines (MFP) and associated services. The municipalities have a significant and varying need for printing, copying and scanning. The current machinery consists of both leased and self-owned multi-function machines of varying ages, capacity, functionality and remaining lifetime. At the same time, the municipalities ́s sizes, organisation and patterns of use vary. There is therefore a need for a flexible and future orientated contract that supports both standardisation and local adaptations. The aim of the procurement is to establish a joint framework agreement that gives municipalities access to a predictable, cost efficient, safe and stable operation of the multifunction machines. The contract shall facilitate for gradual replacement and modernisation of the machinery, at the same time that the existing systems can be continued where appropriate. The municipalities have already adopted PaperCut as a joint system for secure printing and print out administration. The procurement does not, therefore, include a new print management system. It is a fundamental prerequisite that the offered multi-function machines are fully compatible with PaperCut and can be integrated seamlessly in the contracting authority ́s existing printout environment. For most of the municipalities in Agder, the ICT services are delivered through intermunicipal cooperation or companies, whilst some municipalities still have their own IT environments. This means that ordering routines, approval processes, invoicing and follow-up vary between the individual contracting authorities. Tenderers must, therefore, be able to handle different organisational models within the framework of the agreement. Through the procurement, OFA IKS would like to establish a long term and sustainable delivery model that safeguards the municipalities ́ need for quality, security, flexibility and good total economy. The procurement shall contribute to better management of the machinery, reduced administrative load, effective use of resources and relevant environmental gains. 2. Description of the assignment The assignment includes the delivery of multi-function machines and the accompanying services to municipalities and entities included in the framework agreement. The delivery shall cover the need for printing, copy and scanning at different types of locations and organisations, from smaller administrative units to larger environments with a high document volume and advanced function needs. The contract includes, among other things: hire of multi-function machines delivery and replacement of equipment installation, configuration and commissioning service and maintenance technical support and user follow-up. ongoing consultancy services and agreement follow-up. reporting and management information The tenderer shall offer a flexible delivery model that supports gradual renewal of the machinery and ensures stable operation in periods where new and existing systems must function parallel. The contracting authority reserves the right to procure used multi-function machines by the supplier, or others where appropriate. We request an overall delivery with particular emphasis on quality, service, security, flexibility and life cycle costs. Further requirements for functionality, services, service levels and documentation are in the tender documentation ́s other parts.