Printing and Reprographics Management Tender
The Thomas Hardye School is planning to reform its printing and reprographics procedures in order to cut costs and wastage. We wish to use a usage monitoring software, for example Paper Cut or an equivalent, in conjunction with photocopiers and printers situated around the academy’s site.
United Kingdom-Dorchester: Printing and related services
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
The Thomas Hardye School
Contact point(s): The Thomas Hardye School, Queens Avenue, Dorchester, Dorset, DT1 2ET, UK
For the attention of: Alan Trowbridge
DT1 2ET Dorchester
Telephone: +44 1305756802
Fax: +44 1305250510
General address of the contracting authority: http://www.thomas-hardye.net
Address of the buyer profile: http://www.thomas-hardye.net
Electronic access to information: http://www.thomas-hardye.net/eujournal
Further information can be obtained from: The above mentioned contact point(s)
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned contact point(s)
I.2)Type of the contracting authority
I.4)Contract award on behalf of other contracting authorities
Section II: Object of the contract
II.1.1)Title attributed to the contract by the contracting authority:
II.1.2)Type of contract and location of works, place of delivery or of performance
A combination of these
Main site or location of works, place of delivery or of performance: The Thomas Hardye School, Queens Avenue, Dorchester, Dorset, DT1 2ET, UK.
NUTS code UK
II.1.5)Short description of the contract or purchase(s)
We require the new system to be installed and fully operational by Monday, 1.6.2015.
We would retain full operational control and management of the system, subject only to training and technical support provided by the successful bidder.
The new system software will need to be compatible with Frog, our web-based virtual learning platform; SIMS, our management information system; and Active Directory, our network directory services.
To replace the existing, we have identified the need for the following devices:
— 2 x SRA3 mono MFD / 95ppm / A4 large capacity tray / booklet finisher / hole punch / cover interposer
— 2 x A3 colour MFD / 60ppm / 4 x 550 sheet paper trays / booklet finisher
— 1 x A3 colour MFD / 55ppm / 4 x 550 sheet paper trays / booklet finisher / fax
— 2 x A3 colour MFD / 45ppm / 4 x 550 sheet paper trays / booklet finisher (on one device)
— 1 x A3 mono MFD / 40ppm / 4 x 500 sheet paper trays / booklet finisher / hole punch
— 1 x A3 colour MFD 30ppm / 4 x 550 sheet paper trays
— 2 x A4 colour MFD / 40ppm 2 x 550 sheet paper trays
— 20 x A4 colour laser printer / 35ppm / 1 x 550 sheet paper tray
— 11 x A4 mono laser printer / 55ppm / 1 x 550 sheet paper tray
— 5 x A4 mono laser printer / 45ppm / 1 x 250 sheet paper tray
Copiers to be lockable in order to maintain security.
— 1 x 3000 user licence PaperCut MF (or equivalent) including 5 years software support and upgrades, on-site support, remote support (no additional fees); mobile devices to be included and monitored
— 11 x Embedded PaperPath (or equivalent) licence on MFDs to enable single sign on for copy control, follow me print, scan to e-mail, scan to file, scan to home drive, scan to Frog
— 11 x Proximity card readers attached to the MFDs to enable single sign on, account management for print and copy, ease of use, follow me print at any device with a card reader
— SIMS DMS Assistant, create barcode cover sheets for students, staff, contacts etc, via barcodes, SIMS DMS Assistant then sorts and files into relevant area
— Software is server based
We estimate that the academy’s annual print and copy volume is
— 5,935,000 mono
— 180,000 colour
The total value of the contract is over 5 years and applies to a usage and lease of the photocopiers and printers for that period.
Please demonstrate how you would ensure that the devices perform satisfactorily over the 5 year period if there is increased usage.
Please provide details of what staff training you would provide, both at installation and on-going.
Please give details of the nature of your technical support, including engineer call-out response times.
Please provide details of any price increases that would be built into your proposed contract.
Please give examples of other academies and / or schools with whom you have print management contracts.
Award Criteria Weighting
1. Closeness to specification 4
2. Training and Technical Support 3
3. Price 2
4. Experience with Schools 1
II.1.6)Common procurement vocabulary (CPV)
II.1.7)Information about Government Procurement Agreement (GPA)
II.1.9)Information about variants
II.2.1)Total quantity or scope:
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion
Section III: Legal, economic, financial and technical information
III.1.4)Other particular conditions
III.2.2)Economic and financial ability
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
The most economically advantageous tender in terms of the criteria stated below
1. Closeness to specification. Weighting 4
2. Training and technical support. Weighting 3
3. Price. Weighting 2
4. Experience with schools. Weighting 1
IV.2.2)Information about electronic auction
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up
Section VI: Complementary information
VI.1)Information about recurrence
Estimated timing for further notices to be published: 2019
VI.2)Information about European Union funds
VI.5)Date of dispatch of this notice: