Multifunction Printer/Copier/Scanner (MFP) and Managed Print Services

Item Description:

The World Health Organization (WHO) – WPR invites proposals from qualified, competent, knowledgeable, and experienced multifunction printer / copier / scanner (MFP) and managed print services companies that will provide full-service printer / copier / scanner equipment and managed print services and administer the duties and responsibilities set forth in this Request for Proposal (RFP). Firms submitting proposals must be prepared to immediately enter into a lease/rental agreement (“LTA- Long-term Agreement”) for the provision of equipment and services and duties as set forth in this Request for Proposals.

Detailed Terms of Reference

REQUEST FOR PROPOSAL ON MULTIFUNCTION PRINTERS/COPIER/SCANNER & MANAGED PRINT SERVICES

The selected firm shall lease and provide to WPRO all necessary equipment and services to fulfill its duties and obligations. Duties and obligations include but are not limited to, provision of the following:

Equipment

The WPRO requires forty three (43) MFPs all of which must be capable of printing  in black and white and one (1)  in coloured for use of DRU office as back-up machine.

1. WHO requires forty (40)MFP B/W assigned to WPR office located at United Nations Avenue corner LRT Taft, Manila.
2. WHO requires two (2)MFP B/W assigned to WHO Representative’s Office in the Philippines office located at G/F Bldg. 3, Dept. of Health, San Lazaro Hospital Compound, Sta. Cruz, Manila
3. WHO requires one (1)MFP B/W back-up (for outside meetings/workshop/trainings) assigned to WPR DRU office at United Nations Avenue corner LRT Taft, Manila.
4. WHO requires one (1)MFP Coloured assigned to WPR DRU office at United Nations Avenue corner LRT Taft, Manila.

Minimum Equipment Specifications

For B/W MFP machine:

All MFPs must be from the same manufacturer and operate in a manner similar to one another.

All MFPs must be capable of producing double-sided prints/copies.

All MFPs in B/W are rated at a speed of 35 prints per minute(ppm).

All MFPs shall possess an automated document feeder, dual head scanning and up to 35originals per minute (opm) or comparable.

All MFPs shall be capable of enlarging documents in preset increments to a minimum of 400%.

All MFPs shall be capable of reducing documents in present increments to a minimum of 25%.

All MFPs shall have zoom capabilities from 25% to 400%.

All MFPs shall have four (4) paper trays(all adjustable) with the following paper capacity, using standard of 80gsm copy paper:

• 8.27 x 11.69 inches (A4) – Tray 1 maximum of 500 sheets.
• 8.5 x 14.0 inches (Legal) or 8.0 x 13.0 inches (Foolscap) – Tray 2 maximum of 500 sheets.
• 8.5 x 11.0 inches (Letter) – Tray 3 maximum of 500 sheets.
• 11.69 x 16.53 inches (A3) – Tray 4 maximum of 500 sheets.

• All MFPs shall have a bypass tray for the purpose of printing on specialized stock.
• All MFPs shall have image shift capabilities.
• All MFPs shall be capable of full colour scanning and a scanning resolution maximum of 1200 dpi and speed of 35 opm/ipm.
• All MFPs shall have 2GB copy memory.
• All MFP shall have 1200 x 1200 dpi print resolution.
• All MFPs shall have a USB port.
• All MFPs shall have and be able to directly print by USB the following files- TIFF, JPEG, PDF, Word, Excel, Powerpoint, etc.
• All MFPs shall have Software solutions to manage print/copy data per group/user for accounting purposes.
• All MFPs shall have a 4 or 6 digit pincode system per user for security purposes.

For Coloured MFP machine:

All MFPs must be from the same manufacturer and operate in a manner similar to one another.

All MFPs must be capable of producing double-sided prints/copies.

All MFP in Coloured are rated at a speed of 60 prints per minute(ppm)

All MFPs shall possess an automated document feeder, dual head scanning and up to 60 originals per minute (opm) or comparable.

All MFPs shall be capable of enlarging documents in preset increments to a minimum of 400%.

All MFPs shall be capable of reducing documents in present increments to a minimum of 25%.

All MFPs shall have zoom capabilities from 25% to 400%.

All MFPs shall have four (4) paper trays(all adjustable) with the following paper capacity, using standard of 80gsm copy paper:

• 8.27 x 11.69 inches (A4) – Tray 1 maximum of 500 sheets.
• 8.5 x 14.0 inches (Legal) or 8.0 x 13.0 inches (Foolscap) – Tray 2 maximum of 500 sheets.
• 8.5 x 11.0 inches (Letter) – Tray 3 maximum of 500 sheets.
• 11.69 x 16.53 inches (A3) – Tray 4 maximum of 500 sheets.

All MFPs shall have a bypass tray for the purpose of printing on specialized stock.

All MFPs shall have image shift capabilities.

All MFPs shall be capable of full colour scanning and a scanning resolution of 600 x 600 dpi and speed of 85 opm/ipm.

All MFPs shall have a maximum of 1TB copy memory.

All MFP shall have 1200 x 1200 dpi print resolution.

All MFPs shall have a USB port.

All MFPs shall be able to directly print by USB the following files- TIFF, JPEG, PDF, Word, Excel, Powerpoint, etc.

Service, Support and Supplies Requirements

Bid should include parts and service to maintain equipment to assure quality copies, prints, scans and managed print services.

Equipment should be replaced, should the need arise, with like equipment at the bidder’s expense.

Contract should include full-service with same day call back and reasonable on-site service scheduling.

Bidder should provide evidence that any service technician is qualified to maintain any equipment.

Clearly defined plan for the resolution of reoccurring problems.

Bidder supplies all parts for all service calls.

Bidder maintains a history of service calls and all services performed.

Bidder should submit a monthly invoice or billing statement.

All service will be performed at a mutually agreed upon time in close coordination with DRU unit.

Copier moves due to an outside location for meetings/workshops/trainings shall be performed by the bidder with a fixed rate cost from ingress to egress and return to WHO-WPR premises.

Technology refreshment of end of life network printers.

Special Terms & Conditions

1. Equipment offered must be new, unused, current models.
2. Vendors must provide a demonstration of proposed MFP machine/s to be tested for one (1) week on site with software solutions package.
3. The machine shall be delivered, installed and made ready for use by the selected vendor. Lease price shall include these services:

• The vendor shall coordinate and provide delivery at no additional fee.
• The vendor shall provide end-user training to WHO-WPR and WR/PHL staff at no additional fee.

4. Multifuncation machines will perform to manufacturer’s specifications for a minimum of 95% of the time during normal WHO-WPR and WR/PHL office hours. Any machine that failes to meet this standard shall be replaced with 24 hours at no cost to WHO-WPR. If Vendor fails to correct the non-performance, the WHO-WPR reserves the right to terminate the contract by giving a one (1) months notice to the Vendor after which no further obligation is due from the WHO-WPR.
5. Vendor will provide routine maintenance and repair services for no additional cost.
6. Service shall be given to WHO-WPR and WR/PHL between 8:00 am and 5:00 pm, Monday through Friday. On exceptional cases wherein there is an immediate service on weekends. Only fully trained and qualified technicians shall perform the maintenance on the copiers.
7. Vendors shall included proposed method of managing service calls including:

• Service organization background & qualification;
• Method for history of call on each device/logging;
• Level of service specifications;
• No. of training technicians for each machine type and size of area served;
• Average support call response time;
• Location of local office and support dispatch office;
• Customer service hotline or designated focal person/technician for service calls.

8. WHO-WPR and WR/PHL will supply copy paper for the MFP machines. Vendor shall be responsible for supplying toner, drum, fusers, etc. and shall include the cost in the maintenance price under the lease/rental.

9. Bids must include price for copy machine lease/rental and for maintenance (service and supply) cost per copy page;

• NO Monthly Cost for ALL MFP machines;
• Minimum no. of copies (B/W): 20,000 print copy volume
• Minimum no. of copies (Coloured): 100,000 print copy volume
• Vendor shall bear all costs for labor and parts required to maintain the copy machine in good working order and make  all necessary adjustments, replacements, and repairs caused by normal wear and tear.

10. The click charge and maintenance price will be fixed for the duration of three (3) years contract with no price increase.
11. Proposed prices (ex-VAT) in Philippine Pesos, WHO is  under the “Host Agreement” with the Philippine Government and thus has these privileges- see BIR Ruling No. ITAD 103-12.
12. The end-of-contract return of any equipment shall be provided by the vendor and coordinated with WHO-WPR, and shall be at no cost to WHO-WPR. Subject equipment shall be removed on the premises in direct coordinate with SUP, DRU and WR/PHL offices after receiving notification and schedule (date, time and focal person on site).

All bids must contain description literature on the proposed multifunction device(s).

• one (1) technical sheet for each machine model offered;
• Manufacturer specifications must specify certified monthly volumes for each machine.
• Other descriptive literature or reports, including award certificates from an independent testing agency, will be accepted in addition to required literature.

Additional Information

Lease Period

The Lease/Rental Period shall begin on 08 January 2019 and continue for three (3) years until 08 January 2022.

Vendor/Respondent Qualification

WHO-WPR will only consider bid forms Respondents that:

• Can demonstrate a proven track records of successfully and reliably providing similar services to public and private entities.
• Are not involved in any adverse claims against WHO-WPR and are not delinquent in their financial obligations.
• Can demonstrate substantial compliance with this Request.

Evaluation Criteria

The following criteria will be used to establish the lowest evaluated bid price:

• Degree of Respondent’s ability to fully comply with the Requirements in this Request for Proposal (RFP).
• Useful life and residual value of the product.
• Advantages of a particular product relative to its weaknesses.
• Frequency of upgrades to the product.
• Time of delivery, performance, and competition.
• Implementation plan.
• Qualification, technical support structure and experience of the Vendor/Respondent.
• References of performance including such factors as control of costs, quality of work, ability to meet schedules, cooperation, responsiveness, compliance with the requirements, and other considerations.
• Other factors determined to be relevant by WHO-WPR.

RFP_LV_V.02 2018_MFP print-copy-scan and managed print services.docx