Page 1 of 33
ANNEXURE”1”
PROJECT DESCRIPTION : APPOINTMENT OF A SERVICE PROVIDER FOR
SUPPLY OF PRINTERS AND MAINTERNANCE OF
PRINTERS FOR PRASA
1. INTRODUCTION
The purpose of the Project is to appoint a qualified service provider to supply printing
devices and associated support services for new and existing devices (toner and
maintenance) to the Passenger Rail Agency of South Africa (PRASA).
2. BACKGROUND INFORMATION
2.1 PRASA Background
The Passenger Rail Agency of South Africa (PRASA) is the agency of the Department of
Transport responsible for the provision of passenger services in South Africa. PRASA
Corporate Office is located in Hatfield, Pretoria. The organization has about 4500
connected computer users.
PRASA was established in April 2009 and it incorporates the following entities:
1. Prasarail, comprising of Metrorail and Shosholoza Meyl.
a. Metrorail – Rail Commuter Services. Metrorail operates out of four regions
(Gauteng, Cape Town, Durban and East London) and with a Head Office
SPECIFICATION
Page 2 of 33
in Braamfontein with about 471 stations and 2,228 kilometers of track,
and carries an average of 2 million passengers per week day.
b. Shosholoza Meyl – Long distance passenger rail services. Shosholoza
Meyl has 87 sites around the country with a Head Office in Braamfontein.
2. Autopax – Long Distance Bus Services. Autopax operates out of 25 sites
around the country with a Head Office in Pretoria.
3. Intersite and PRASA CRES – Property Management Services/Investments.
CRES operates out of 5 sites (Johannesburg, Pretoria, Cape Town,
Durban and East London) and with a Head Office in Johannesburg.
Manages and develops the real estate assets of PRASA. i.e. all the
stations and precincts.
2.2 Printing Background
PRASA’s current printing environment consists of the following:
Prasarail, which includes Metrorail and Shosholoza Meyl. Both Head
Offices are in Braamfontein and consists of four regions namely Gauteng,
Cape Town, Durban and Eastern Cape.
Autopax who has 25 sites around the country and the Head Office are in
Pretoria.
Intersite and PRASA CRES with the Head Office in Johannesburg and
sites in Johannesburg, Pretoria, Cape Town, Durban and East London.
In total there are 560 printers allocated between these entities nationally.
3. OBJECTIVE OF THE PROPOSED PROJECT
The purpose of the Project is to appoint a suitably qualified service provider to provide
printing devices and associated support services to PRASA over 36 months. The
appointed bidder will provide the following:
Supply PRASA with new printing devices over 36 months period
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The bidder must provide an outright purchase option in the submission
Supply maintenance services to printers based on agreed service levels
during the contract period
Supply consumables to printers during the contract period (excluding paper)
Provide perpetual analysis of the printing environment, with any
recommendations / changes being guided by such an analysis.
Obtain an SLA and subsequent pricing for support and maintenance based
on a best fit support and maintenance plan for PRASA.
Maintain already deployed devices in PRASA
The remainder of this document provides additional information that will allow a
service provider to understand the scope of the effort and develop a proposal in the
format desired by PRASA.
The proposed national pillar printer solution should take into account that there will
always be a need to reduce overall printing cost. In this respect solutions and
technologies will be key in insuring that the printer fleet is operated cost effectively.
How will the project benefit PRASA
The said project will ensure that PRASA can operate effectively and minimize
cost and maintenance cost on the long run.
4. SCOPE OF WORKS AND AREAS OF FOCUS
The scope of the project is as follows:
Supply of 366 new printing devices on contract award (as per 5.1.9)
Maintenance of the 366 newly supplied devices over the contract term –
supply of toner and maintenance support.
Maintenance of 431 Ricoh printing devices already deployed in PRASA (listed
in Annexure C).
Supply of up to 665 printing devices on “as and when” basis for replacement
of obsolete devices and for additional requirement during the contract period
(as per 5.1.10).
Page 4 of 33
In order to meet the printing requirement of PRASA, eight classes of printing devices
have been identified. Bidders are required to provide printing devices per specified
classes of devices. The classes of printers are as follows:
P1 - Desktop SFP Black and White – A4
P2 - Desktop MFP Black and White – A4
P3 - Desktop MFP Colour – A4
P4 - Workgroup MFP Black and White – A4
P5 - Workgroup MFP Colour – A4
P6 - Workgroup MFP Colour – A3
P7 - Heavy Duty
P8 - Printing Room
Printers will be rolled out to PRASA offices around the country. The list of the current
printers will server to provide adequate details of the various locations around the
country. PRASA Operates Services in the following regions
Gauteng (all head offices) – including Wits (Johannesburg, Ekurhuleni and
Vereeniging) and Tshwane
Western Cape – Cape Town area
Eastern Cape – Port Elizabeth and East London areas
Kwazulu-Natal – Durban area
Shosholoza Meyl (MLPS) – sales offices around the country
Autopax – sales offices around the country
Prasa Cres and Intersite Gauteng
5. SPECIFICATIONS OF THE WORK OR PRODUCTS OR SERVICES REQUIRED
Note. A non-compliance (that is a NO answer) to mandatory requirement will result with
automatic disqualification. Responses to “Scorable” items will be tallied per device and
used in the calculation of scores in the evaluation.
5.1 Detail Printer Specifications
5.1.1 P1: Desktop SFP A4 B/W
P1
Item Desktop SFP
Mandatory Indicator
Compliance
No. Feature A4 B/W YES/NO REF. TO DOCUMENTS
PRINTER/COPY SPECIFICATION
1 Machine Type Mono, SFP Mandatory
Page 5 of 33
2
Available Functions
Print Scorable
3
Print Speed B/W (A4) - minimum ppm
40 Mandatory
4 Paper Size handled
A4 Mandatory
5 Print Resolution
600dpi x 600dpi Mandatory
6
Operating System Compatibility
Windows XP/7/8/10
Mandatory
7
Two sided printing
Automatic Duplex Function required
Mandatory
8
Recommended Monthly Print Volume: (minimum)
2500 Mandatory
9
Paper input capacity (minimum)
Standard: 250-sheet paper tray 1-sheet bypass
tray
Scorable
10
Paper output capacity (minimum)
Standard: 150 sheets face down
Scorable
11 Supported Media Weights
60 to 128GMS Scorable
12
Network Interface
RJ-45 Ethernet (10/100/1000
base-T) Mandatory
GENERAL SPECIFICATIONS
13
Media
Plain paper, thick paper, thin paper, recycled paper, transparencies,
laser printer labels, envelopes
Scorable
14 Memory (minimum)
RAM: 1GB Scorable
15 Processor (minimum)
300 MHz Scorable
Non-Compliance to a Mandatory Requirement will result in automatic disqualification.
Score is calculated = (No. of YES’s on “Scorable” items) / 7
5.1.2 P2: Desktop MFP A4 B/W
P2
Item Desktop MFP
Mandatory Indicator
Compliance
No. Feature A4 B/W YES/NO REF. TO
Page 6 of 33
DOCUMENTS
PRINTER/COPY SPECIFICATION
1 Machine Type Mono, MFP Mandatory
2
Available Functions
Print, Copy and Scan Mandatory
3
Available Optional Function
Super G3 Fax Scorable
4
Print Speed B/W (A4) - minimum ppm
30 Mandatory
5 Paper Size handled
A4 Mandatory
6 Copy Resolution
600dpi x 600dpi Mandatory
7 Print Resolution 600dpi x 600dpi Mandatory
8
Operating System Compatibility
Microsoft® Windows® XP SP3 (32- and 64-bit)
Windows Server 2003 SP2 R2 (32- and 64-bit)
Windows Server 2008 and R2 (32- and 64-bit)
Windows Server 2012 and R2 (64-bit) Windows Vista
SP2 (32- and 64-bit) Windows 7 (32- and 64-bit) Windows 8 (32- and 64-bit) Windows 8.1 (32- and 64-bit)Windows 10 (32- and 64-bit) Mac OS 10.8, 10.9, 10.10, 10.11
Linux® Redhat® Fedora® Core 20 x86 Ubuntu®
14.04 x64 openSUSE® 13.1 x64
Mandatory
9
Two sided printing
Automatic Duplex Function required
Mandatory
10
Recommended Monthly Print Volume: (minimum)
5000 Mandatory
11
Paper input capacity (minimum)
Standard: 250-sheet paper tray 1-sheet bypass tray Maximum: 751 sheets
Mandatory
12
Paper output capacity (minimum)
Standard: 150 sheets face down
Scorable
13 Supported Media Weights
60 to 128GMS Scorable
14
Colour Touch Screen Control Panel
Required Mandatory
15 Network RJ-45 Ethernet Mandatory
Page 7 of 33
Interface (10/100/1000 base-T)
SCAN SPECIFICATIONS
16
Duplex Automatic Document Feeder
150-sheets Mandatory
17
Document feeder paper sizes
A4 Mandatory
18 Media Weights 60 to 128GMS Scorable
19 Scan Resolution
600 x600 dpi Mandatory
GENERAL SPECIFICATIONS
20
Media
Plain paper, thick paper, thin paper, recycled paper,
transparencies, laser printer labels, envelopes
Scorable
21 Memory (minimum)
RAM: 2GB HDD:100GB Mandatory
22 Processor (minimum)
600 MHz Scorable
Non-Compliance to a Mandatory Requirement will result in automatic disqualification.
Score is calculated = (No. of YES’s on “Scorable” items) / 6
5.1.3 P3: Desktop MFP A4 Colour
P3
Item Desktop MFP
Mandatory Indicator
Compliance
No. Feature A4 Colour YES/NO
REF. TO DOCUMENTS
PRINTER/COPY SPECIFICATION
1 Machine Type Colour, MFP Mandatory
2
Available Functions
Print, Copy and Scan Mandatory
3
Available Optional Function
Super G3 Fax Scorable
4
Print Speed B/W (A4) - minimum ppm
30 Mandatory
5
Print Speed Colour (A4) - minimum ppm
30 Mandatory
6 Paper Size handled
A4 Mandatory
7 Copy Resolution
600dpi x 600dpi Mandatory
Page 8 of 33
8 Print Resolution 600dpi x 600dpi Mandatory
9
Operating System Compatibility
Microsoft® Windows® XP SP3 (32- and 64-bit)
Windows Server 2003 SP2 R2 (32- and 64-bit)
Windows Server 2008 and R2 (32- and 64-bit)
Windows Server 2012 and R2 (64-bit) Windows Vista
SP2 (32- and 64-bit) Windows 7 (32- and 64-bit) Windows 8 (32- and 64-bit) Windows 8.1 (32- and 64-bit)Windows 10 (32- and 64-bit) Mac OS 10.8, 10.9, 10.10, 10.11
Linux® Redhat® Fedora® Core 20 x86 Ubuntu®
14.04 x64 openSUSE® 13.1 x64
Mandatory
10
Two sided printing
Automatic Duplex Function required
Mandatory
11
Recommended Monthly Print Volume: (minimum)
5000 Mandatory
12
Paper input capacity (minimum)
Standard:500 sheets & 1 x 100 sheets bypass
Mandatory
13
Paper output capacity (minimum)
500 sheets face down Scorable
14 Supported Media Weights
60 to 128GMS Scorable
15
Colour Touch Screen Control Panel
Required Mandatory
16 Network Interface
RJ-45 Ethernet (10/100/1000 base-T)
Mandatory
SCAN SPECIFICATIONS
17
Duplex Automatic Document Feeder
150 Mandatory
18
Document feeder paper sizes
A4 Mandatory
19 Media Weights 60 to 128GMS Scorable
20 Scan Resolution
600 x600 dpi Mandatory
21 Searchable PDF Required Mandatory
GENERAL SPECIFICATIONS
Page 9 of 33
22
Media
Plain paper, thick paper, thin paper, recycled paper, waterproof paper, coated paper, laser printer labels, envelopes, colour paper, letterheads, labels, OHP transparencies, glossy
paper, bond, pre-printed paper, cardstock
Scorable
23
Memory (minimum)
RAM: 2GB, HDD:100GB Mandatory
24 Processor (minimum)
1GHz Scorable
Non-Compliance to a Mandatory Requirement will result in automatic disqualification.
Score is calculated = (No. of YES’s on “Scorable” items) / 6
5.1.4 P4: Workgroup MFP A4 B/W
P4
Item Workgroup MFP
Mandatory Indicator
Compliance
No. Feature A4 B/W YES/NO
REF. TO DOCUMENTS
PRINTER/COPY SPECIFICATION
1 Machine Type Mono, MFP Mandatory
2
Available Functions
Print, Copy and Scan Mandatory
3
Available Optional Function
Super G3 Fax Scorable
4
Print Speed B/W (A4) - minimum ppm
40 Mandatory
5 Paper Size handled
A4 Mandatory
6 Copy Resolution
600dpi x 600dpi Mandatory
7 Print Resolution 600dpi x 600dpi Mandatory
Page 10 of 33
8
Operating System Compatibility
Microsoft® Windows® XP SP3 (32- and 64-bit)
Windows Server 2003 SP2 R2 (32- and 64-bit)
Windows Server 2008 and R2 (32- and 64-bit)
Windows Server 2012 and R2 (64-bit) Windows Vista
SP2 (32- and 64-bit) Windows 7 (32- and 64-bit) Windows 8 (32- and 64-bit) Windows 8.1 (32- and 64-bit)Windows 10 (32- and 64-bit) Mac OS 10.8, 10.9, 10.10, 10.11
Linux® Redhat® Fedora® Core 20 x86 Ubuntu®
14.04 x64 openSUSE® 13.1 x64
Mandatory
9
Two sided printing
Automatic Duplex Function required
Mandatory
10
Recommended Monthly Print Volume: (minimum)
10000 Mandatory
11
Paper input capacity (minimum)
Standard:500 sheets & 1 x 100 sheets bypass
Mandatory
12
Paper output capacity (minimum)
500 sheets face down Scorable
13 Supported Media Weights
50 to 157 GSM Scorable
14
Colour Touch Screen Control Panel
Required Mandatory
15 Network Interface
RJ-45 Ethernet (10/100/1000 base-T)
Mandatory
SCAN SPECIFICATIONS
16
Duplex Automatic Document Feeder
150-sheets Mandatory
17
Document feeder paper sizes
A4 Mandatory
18 Media Weights 50 to 157 GSM Scorable
19 Scan Resolution
600 x 600 dpi Mandatory
20 Searchable PDF Required Mandatory
GENERAL SPECIFICATIONS
Page 11 of 33
21
Media
Plain, recycled, special, coloured, thick, letterhead, coated, pre-printed, bond paper; card stock Bypass
tray only: Labels, transparencies, envelopes
Scorable
22
Memory (minimum)
RAM:2GB, HDD:200GB Mandatory
23 Processor (minimum)
1 GHz Scorable
Non-Compliance to a Mandatory Requirement will result in automatic disqualification.
Score is calculated = (No. of YES’s on “Scorable” items) / 6
5.1.5 P5: Workgroup MFP A4 Colour
P5
Item Workgroup MFP
Mandatory Indicator
Compliance
No. Feature A4 Colour YES/NO
REF. TO DOCUMENTS
PRINTER/COPY SPECIFICATION
1 Machine Type Colour, MFP Mandatory
2
Available Functions
Print, Copy and Scan Mandatory
3
Available Optional Function
Super G3 Fax Scorable
4
Print Speed B/W (A4) - minimum ppm
45 Mandatory
5
Print Speed Colour (A4) - minimum ppm
45 Mandatory
6 Paper Size handled
A3/A4 Mandatory
7 Copy Resolution
600dpi x 600dpi Mandatory
8 Print Resolution 600dpi x 600dpi Mandatory
Page 12 of 33
9
Operating System Compatibility
Microsoft® Windows® XP SP3 (32- and 64-bit)
Windows Server 2003 SP2 R2 (32- and 64-bit)
Windows Server 2008 and R2 (32- and 64-bit)
Windows Server 2012 and R2 (64-bit) Windows Vista
SP2 (32- and 64-bit) Windows 7 (32- and 64-bit) Windows 8 (32- and 64-bit) Windows 8.1 (32- and 64-bit)Windows 10 (32- and 64-bit) Mac OS 10.8, 10.9, 10.10, 10.11
Linux® Redhat® Fedora® Core 20 x86 Ubuntu®
14.04 x64 openSUSE® 13.1 x64
Mandatory
10
Two sided printing
Automatic Duplex Function required
Mandatory
11
Recommended Monthly Print Volume: (minimum)
15000 Mandatory
12
Paper input capacity (minimum)
Standard:500 sheets & 1 x 100 sheets bypass
Mandatory
13
Paper output capacity (minimum)
500 sheets face down Scorable
14 Supported Media Weights
50 to 157 GSM Scorable
15
Colour Touch Screen Control Panel
Required Mandatory
16 Network Interface
RJ-45 Ethernet (10/100/1000 base-T)
Mandatory
SCAN SPECIFICATIONS
17
Duplex Automatic Document Feeder
150-sheets Mandatory
18
Document feeder paper sizes
A4 Mandatory
19 Media Weights 50 to 157 GSM Scorable
20 Scan Resolution
600 x 600 dpi Mandatory
21 Searchable PDF Required Mandatory
GENERAL SPECIFICATIONS
Page 13 of 33
22
Media
Paper (Colour, letterhead, light. plain, pre-printed,
prepuce, recycled, rough and tough paper) card stock, envelope, labels,
transparence vellum
Scorable
23
Memory (minimum)
RAM: 2GB, HDD:200GB Mandatory
24 Processor (minimum)
1.0 GHz Scorable
Non-Compliance to a Mandatory Requirement will result in automatic disqualification.
Score is calculated = (No. of YES’s on “Scorable” items) / 6
5.1.6 P6: Workgroup MFP A3 Colour
P6
Item Workgroup MFP
Mandatory Indicator
Compliance
No. Feature A3 Colour YES/NO
REF. TO DOCUMENT
S
PRINTER/COPY SPECIFICATION
1 Machine Type Colour, MFP Mandatory
2 Available Functions Print, Copy and Scan Mandatory
3 Available Optional Function
Super G3 Fax Scorable
4
Print Speed B/W (A4) - minimum ppm
55 Mandatory
5
Print Speed Colour (A4) - minimum ppm
55 Mandatory
6 Paper Size handled A3/A4 Mandatory
7 Copy Resolution 600dpi x 600dpi Mandatory
8 Print Resolution 600dpi x 600dpi Mandatory
Page 14 of 33
9
Operating System Compatibility
Microsoft® Windows® XP SP3 (32- and 64-bit) Windows Server
2003 SP2 R2 (32- and 64-bit) Windows
Server 2008 and R2 (32- and 64-bit)
Windows Server 2012 and R2 (64-bit)
Windows Vista SP2 (32- and 64-bit)
Windows 7 (32- and 64-bit) Windows 8
(32- and 64-bit) Windows 8.1 (32- and
64-bit)Windows 10 (32- and 64-bit) Mac OS 10.8, 10.9, 10.10,
10.11 Linux® Redhat® Fedora®
Core 20 x86 Ubuntu® 14.04 x64
openSUSE® 13.1 x64
Mandatory
10 Two sided printing
Automatic Duplex Function required
Mandatory
11
Recommended Monthly Print Volume: (minimum)
15000 Mandatory
12
Paper input capacity (minimum)
Standard:1000 sheets & 1 x 100 sheets
bypass
Mandatory
13
Paper output capacity (minimum)
500 sheets face down Scorable
14 Supported Media Weights
50 to 157 GSM Scorable
15
Colour Touch Screen Control Panel
Required Mandatory
16 Network Interface
RJ-45 Ethernet (10/100/1000 base-T)
Mandatory
SCAN SPECIFICATIONS
17
Duplex Automatic Document Feeder
150-sheets Mandatory
18
Document feeder paper sizes
A3 Mandatory
19 Media Weights 50 to 157 GSM Scorable
20 Scan Resolution 600 x 600 dpi Mandatory
21 Searchable PDF Required Mandatory
GENERAL SPECIFICATIONS
Page 15 of 33
22
Media
Paper (Colour, letterhead, light. plain,
pre-printed, pre-punched, recycled, rough and tough
paper) card stock, envelope, labels,
transparence vellum
Scorable
23 Memory (minimum)
RAM:2GB, HDD:200GB
Mandatory
24 Processor (minimum) 1.0 GHz Scorable
Non-Compliance to a Mandatory Requirement will result in automatic disqualification.
Score is calculated = (No. of YES’s on “Scorable” items) / 6
5.1.7 P7: Heavy Duty
P7
Item Heavy Duty
Mandatory Indicator
Compliance
No. Feature Heavy Duty YES/NO
REF. TO DOCUMENTS
PRINTER/COPY SPECIFICATION
1 Machine Type Colour, MFP Mandatory
2
Available Functions
Print, Copy and Scan Mandatory
3
Available Optional Function
Super G3 Fax Scorable
4
Print Speed B/W (A4) - minimum ppm
60 Mandatory
5
Print Speed Colour (A4) - minimum ppm
60 Mandatory
6
Paper Size handled
Paper trays: A3 - A5, bypass tray: A3 - A6
Mandatory
7 Copy Resolution
600dpi x 600dpi Mandatory
8 Print Resolution 1200 x 1200 dpi Mandatory
Page 16 of 33
9
Operating System Compatibility
Microsoft® Windows® XP SP3 (32- and 64-bit)
Windows Server 2003 SP2 R2 (32- and 64-bit)
Windows Server 2008 and R2 (32- and 64-bit)
Windows Server 2012 and R2 (64-bit) Windows Vista
SP2 (32- and 64-bit) Windows 7 (32- and 64-bit) Windows 8 (32- and 64-bit) Windows 8.1 (32- and 64-bit)Windows 10 (32- and 64-bit) Mac OS 10.8, 10.9, 10.10, 10.11
Linux® Redhat® Fedora® Core 20 x86 Ubuntu®
14.04 x64 openSUSE® 13.1 x64
Mandatory
10
Two sided printing
Automatic Duplex Function required
Mandatory
11
Recommended Monthly Print Volume: (minimum)
30000
Mandatory
12
Paper input capacity (minimum)
Standard: 1000-sheet paper tray 1 x 100-sheet
bypass tray
Mandatory
13
Paper output capacity (minimum)
Standard: 500 sheets (without finisher), 250
sheets (with finisher) face down
Scorable
14 Supported Media Weights
52 to 256 gsm Mandatory
15
Colour Touch Screen Control Panel
Required Mandatory
16 Network Interface
RJ-45 Ethernet (10/100/1000 base-T)
Mandatory
SCAN SPECIFICATIONS
17
Duplex Automatic Document Feeder
150-sheets
Mandatory
18
Document feeder paper sizes
A3 down to A5 Mandatory
19 Media Weights 50 to 300 GSM Mandatory
20 Scan Resolution
600 x 600 dpi Mandatory
21 Searchable PDF Required Mandatory
Page 17 of 33
GENERAL SPECIFICATIONS
22
Media
Paper (Colour, letterhead, light. plain, pre-printed, pre-punched, recycled, rough and tough paper) card stock, envelope, labels, transparence
vellum
Scorable
23 Memory (minimum)
RAM:2GB, HDD:300GB Mandatory
24 Processor (minimum)
1.0 GHz Scorable
Non-Compliance to a Mandatory Requirement will result in automatic disqualification.
Score is calculated = (No. of YES’s on “Scorable” items) / 4
5.1.8 P8: Printing Room
P8
Item
Printing Room Mandatory Indicator
Compliance
No. Feature
Printing Room YES/NO REF. TO
DOCUMENTS
PRINTER/COPY SPECIFICATION
1 Machine Type Colour, MFP Mandatory
2
Available Functions
Print, Copy and Scan Mandatory
3
Available Optional Function
Super G3 Fax Scorable
4
Print Speed B/W (A4) - minimum ppm
85 Mandatory
5
Print Speed Colour (A4) - minimum ppm
85 Mandatory
6
Paper Size handled
Paper trays: A3 - A5, bypass tray: SRA3 - A6
Mandatory
7 Copy Resolution
600dpi x 600 dpi Mandatory
8 Print Resolution
1200 x 1200 dpi Mandatory
9
Operating System Compatibility
Microsoft® Windows® XP SP3 (32- and 64-bit)
Windows Server 2003 SP2 R2 (32- and 64-bit)
Windows Server 2008 and R2 (32- and 64-bit)
Mandatory
Page 18 of 33
Windows Server 2012 and R2 (64-bit) Windows Vista
SP2 (32- and 64-bit) Windows 7 (32- and 64-bit) Windows 8 (32- and 64-bit) Windows 8.1 (32- and 64-
bit)Windows 10 (32- and 64-bit) Mac OS 10.8, 10.9,
10.10, 10.11 Linux® Redhat® Fedora® Core 20
x86 Ubuntu® 14.04 x64 openSUSE® 13.1 x64
10
Two sided printing
Automatic Duplex Function required
Mandatory
11
Recommended Monthly Print Volume: (minimum)
60000
Mandatory
12
Paper input capacity (minimum)
Standard: 2000-sheet paper tray 1 x 100-sheet bypass
tray
Mandatory
13
Paper output capacity (minimum)
Standard: 500 sheets (without finisher), 250
sheets (with finisher) face down
Scorable
14 Supported Media Weights
50 to 300 gsm Mandatory
15
Colour Touch Screen Control Panel
Required Mandatory
16 Network Interface
RJ-45 Ethernet (10/100/1000 base-T)
Mandatory
SCAN SPECIFICATIONS
17
Duplex Automatic Document Feeder
300-sheets
Mandatory
18
Document feeder paper sizes
A3 down to A5 Mandatory
19 Media Weights 50 to 300 GSM Mandatory
20 Scan Resolution
600x600dpi Mandatory
21 Searchable PDF
Required Mandatory
GENERAL
22
Media
Paper (Colour, letterhead, light. plain, pre-printed, pre-punched, recycled, rough
and tough paper) card stock, envelope, labels,
transparence vellum
Scorable
Page 19 of 33
23 Memory (minimum)
RAM:3GB, HDD:500GB Mandatory
24 Processor (minimum)
1.0 GHz Scorable
Non-Compliance to a Mandatory Requirement will result in automatic disqualification.
Score is calculated = (No. of YES’s on “Scorable” items) / 4
5.1.9 Initial Requirements (Must be delivered within 8 weeks of tender award)
The bidder must provide a proposal for the supply of the quantities/model of printers
as listed below.
Feature Number of Devices (Initial Requirements)
Desktop SFP A4 B/W (P1) 140
Desktop MFP A4 B/W (P2) 40
Desktop MFP A4 Colour (P3) 42
Workgroup MFP A4 B/W (P4) 50
Workgroup MFP A4 Colour (P5) 30
Workgroup MFP A3 Colour (P6) 11
Heavy Duty (P7) 50
Printing Room (P8) 3
Total 366
5.1.10 As and When Requirements during the contract term
The bidder must provide pricing (per device) for procurement of devices over the
contract period. The bidder must provide the pricing model over the period.
Feature Number of Devices (Initial Requirements)
Desktop SFP A4 B/W (P1) 150
Desktop MFP A4 B/W (P2) 30
Desktop MFP A4 Colour (P3) 268
Workgroup MFP A4 B/W (P4) 109
Workgroup MFP A4 Colour (P5) 50
Workgroup MFP A3 Colour (P6) 4
Heavy Duty (P7) 54
Printing Room (P8) 0
Total 665
5.1.11 Provide maintenance services to printers supplied over the contract
period
The bidder must provide a proposal for the maintenance of printers
supplied during the contract period.
Page 20 of 33
The bidder must provide consumables for the printers supplied during
the contract period.
The bidder must collect used toner cartridges and drums.
5.1.12 Provide maintenance services to the current fleet of printers in PRASA
The bidder must provide a proposal for the maintenance of the current
fleet of printers deployed in Prasa as indicated in the attached
schedule.
The bidder must provide consumables to the current fleet of printers
as indicated in the attached schedule.
The bidder must collect used toner cartridges and drums.
Current Ricoh
Printers
Supplied September
2014
Supplied April 2015
Supplied March 2016
Supplied March 2017
Number of
Devices
Estimate monthly volumes
per device
MPC305 80 26 126 36 268 2500
MPC401 30 14 6 0 50 5000
MPC4503 30 48 31 0 109 10000
MPC6003 2 0 2 0 4 15000
Totals 431
Colour to black/white ratio: 35:65
5.2 Mandatory Requirements
Bidders not meeting any of the criteria below will result in automatic disqualification:
5.2.1 Equipment Procurement (Minimum Mandatory Requirements)
Ref Description
Compliance
YES/NO
REF TO
INFO
1
The bidder will deliver the initial requirements
consignment within 8 weeks of tender award. (Section
5.1.9).
2
The bidder must be certified by the OEM to supply and
maintain the proposed technologies in the tender.
Evidence of such certification must be included.
3
All devices must be supplied with 3 year manufacturer’s
warranty.
4 The bidder must have capacity to deliver, install and
configure devices all over the country where PRASA
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operates.
5
Pricing must include the delivery, installation, training
and configuration of devices.
6
The bidder must provide a printing management
solution.
5.2.2 SLA – Maintenance and Support (Minimum Mandatory Requirements)
REF DESCRIPTION
COMPLIANCE
YES/NO
REF TO
INFO
1 The vendor can provide support for breakdowns as
follows:
Major centers – max of 4 hours from logging of call.
Outlying areas – max of 12 hours from logging of call. (Next Business Day)
2 The vendor will present proposed penalties that will be
payable when the SLA is not met. PRASA reserves the
right to negotiate the penalty (ies). Further, the vendor
will stipulate circumstances that qualify for acceptable
non-compliance to the SLA i.e. Acts of God etc.
3 The vendor agrees to a downtime of no more than 10
hours in a 160 hour period per printing device.
4 The vendor shall provide a comprehensive monitoring
and reporting plan by SLA parameters.
5 With reference to item 4 above, the following services
must be supplied, the list includes, but is not limited to:
Repairing machine faults
Replacing all consumables (including trims and fuser parts)
Managing the network management tools to troubleshoot printers and identify problems before downtime occurs
6 Supply a remote management and diagnostics solution
that is brand agnostic, and is compatible with all printing
devices installed or maintained by the vendor.
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REF DESCRIPTION
COMPLIANCE
YES/NO
REF TO
INFO
7 The tender requires the bidder to maintain 431 Ricoh
printing devices that are currently deployed in PRASA
until they reach 60 months. The bidder must present to
PRASA certification or arrangement that they are
authorised to maintain Ricoh devices without
compromising warranties and/or printing quality. Replacement parts and consumables must be OEM
certified.
5.2.3 Printer and Print Job Management – General (Minimum Mandatory Requirements)
Ref Description
COMPLIANCE
YES/NO
REF TO
INFO
1
Viewing all print jobs from one or more printers at the
same time with automatic refresh except on Desktops
2
Full print job control: pause, resume, restart, and
cancel.
3
Full printer control: pause, resume, and purge all print
jobs.
4
Confidential printing: Printing that requires a password
after the print job is submitted but before the printing is
actually done.
5
Record print job details including user, computer, IP,
printer, document, total pages, total bytes, pages
printed, copies, bytes printed, grey/color,
portrait/landscape, paper size, single/duplex etc.
6
Role based access rights to access the web manager
console.
7
Set properties for each printer or user based on time,
file type, job size, etc.
8
Jobs can be sent to the printer from one location and
retrieved in another location. The user will have to
authenticate themselves.
9
The printing devices are able to send automatic alerts
to the vendor for servicing or replacement of
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Ref Description
COMPLIANCE
YES/NO
REF TO
INFO
consumables.
10
The solution should provide a printer deployment plan,
based on industry best practices and must cover the
following:
Optimal location of devices
Redistribution of existing devices to appropriate locations.
Perpetual analysis of the printing environment in intervals agreed upon between PRASA and the vendor.
5.2.4 Printer and Print Job Management – Print accounting (Minimum Mandatory Requirements)
Ref Description
COMPLIANCE
YES/NO
REF TO
INFO
1
Set different "per page values" for each printer based
on paper size.
2
Provide a discount to be applied to printing duplex
documents.
3
Charge fee only when the print job actually prints out.
Cancelling job prior to printing will not result in charge
assessment.
4
Charge by username or charges by computer name
are selectable.
5 Set user quotas by Rand value.
6 Over quota option are configurable for each user.
7 Deny printing when quota is exceeded by a user.
8
Deny print when job size, total pages, total cost of a
print job exceeds designated value.
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5.2.5 Integration (Minimum Mandatory Requirements)
Ref Description
COMPLIANCE
YES/NO
REF TO
INFO
1 Works with multiple/active directory domains.
2
Import domain (active directory) account into system at
installation.
3
Account Synchronization tool to sync the domain
(active directory) account at any time.
4
Support both workgroup and domain (active directory)
network architecture.
5
NTFS file security display for shared directory and file
permissions reporting
5.2.6 Other (Minimum Mandatory Requirements)
Ref Description
COMPLIANCE
YES/NO
REF TO
INFO
1 Vendor must provide training for device users
2 Vendor will provide “train the trainer” training
3
The vendor will implement a change management
program
Including, but not limited to:
Communications to PRASA staff
Training guides to be provided for all staff that
is trained.
4
Each printer much be installed with a surge power
protection and must be inclusive in the printer price.
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Ref Description
COMPLIANCE
YES/NO
REF TO
INFO
5
Supply a remote management and diagnostics
solution that is brand agnostic, and is compatible with
all printing devices installed or maintained by the
vendor.
6. EVALUATION CRITERIA
The evaluation should be done in three stages as follows:
Stage 1: Compliance Requirements
Bidders shall comply with the following MANDATORY requirements and failure to comply will
lead to disqualification:
No. Description of requirement
a)
Completion of ALL RFP documentation (includes ALL declarations
and Commissioner of Oath signatures required)
b) Briefing session Form D Or signed attendance register
b) Copies of the Rates and Taxes to determine the footprint
c) CIDB- (where applicable)
d) PSIRA- (where applicable)
e) Bid Bond (where applicable)
f) Signed Joint Venture , Consortium Agreement or Partnering
Agreement (whichever is applicable)
g Professional Body and/or OEM Certification
- Bidder must be certified Cisco certified Gold Partner
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If you do not submit the following basic compliance documents your bid may be disqualified and
these documents must be made available within a specified period should an award be made: e.g
7 days
No. Description of requirement
a) Original or certified B-BBEE
b) Letter of Good Standing: COID
c) A valid and Original Tax Clearance Certificate (valid as at the closing date
of this RFP) Or supply SARS Pin
d) Company registration documents
e) Latest financial statement
f) Copies of Directors’ ID documents
g) CSD supplier registration number
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Stage 2: Technical / Functionality Requirements
SCORING LEGEND
RATING SCORE SCORE DESCRIPTION
Compliance Exceeded 5 Excellent
Fully Compliant 4 Good
Partial Complaint 3 Average
Not meeting Compliance 2 Poor
No Evidence of Compliance 1 Very Poor
Stage 2.1: The bidder must be fully compliant to ALL mandatory requirements items
under 5.2. Non-compliance will result in automatic disqualification.
Stage 2.2: Tenderers must achieve the minimum qualification score of FUNCTIONALITY
which is 80% before evaluations on price.
Criteria Weight Document
required
Company Experience 40
Positive references for similar contracts (Support
and Maintenance of 100 or more devices per
contract) for longer than 2 years.
o 3 References verified = 5
o 2 References verified = 3
o 1 Reference verified = 1
20 Reference Letters
with contact
details.
Years of Company’s existence.
o 5 years or more = 5
o Between 4 and 5 years = 4
o Between 2 and 4 years = 3
o Between 1 and 2 years = 2
o 1 Year and less = 1
10 Proof of similar
projects
completed.
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Proof of operating presence nationally (particularly
in Gauteng, Durban, Eastern Cape and Cape Town)
o Presence in Gauteng, Durban, Eastern
Cape, Cape Town and more areas = 5
o Presence in Gauteng, Durban, Eastern
Cape, Cape Town = 4
o Presence in 3 areas out of 4 listed above = 3
o Presence in 2 areas out of 4 listed above = 2
o Presence in 1 area out of 4 listed above = 1
10 Proof of Presence
Device Capability 60
P1: Desktop SFP A4 B/W
(Score = (No. of YES’s/7)
5 Compliance
responses from
5.1.1
P2: Desktop MFP A4 B/W
(Score = (No. of YES’s/6)
5 Compliance
responses from
5.1.2
P3: Desktop MFP A4 Colour
(Score = (No. of YES’s/6)
5 Compliance
responses from
5.1.3
P4: Workgroup MFP A4 B/W
(Score = (No. of YES’s/6)
10 Compliance
responses from
5.1.4
P5: Workgroup MFP A4 Colour
(Score = (No. of YES’s/6)
10 Compliance
responses from
5.1.5
P6: Workgroup MFP A3 Colour
(Score = (No. of YES’s/6)
10 Compliance
responses from
5.1.6
P7: Heavy Duty
(Score = (No. of YES’s/4)
10 Compliance
responses from
5.1.7
P8: Printing Room
(Score = (No. of YES’s/4)
5 Compliance
responses from
5.1.8
Total 100
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Stage 3: Pricing and BBBEE
Pricing Evaluation: Only Bidders who have achieved the 80% threshold for Technical
evaluation will be evaluated for the Price component which is 90% of the Evaluation Criteria.
BEE Evaluation: The B-BBEE component of evaluation is weighted at 10% of the
evaluation criteria. Determination of points of B-BBEE is based on the B-BBEE Recognition
Level as per table below:
Category 90/10 Preferential
Point System
Category 90/10
Price 90 1 10
2 9
3 6
BBBEE Level Contributor 10 4 5
5 4
6 3
7 2
8 1
Non-Compliant
Contributor
0
The formula for calculating price scores is as follows:
Where
Ps = Points scored for price of tender under consideration
Pt = Rand value of tender under consideration
Pmin = Rand value of lowest acceptable tender
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7. New Preferential Procurement Regulations
The New Regulations, issued by the Minister of Finance in 2017, were revised to align with
certain changes to the Broad-Based Black Economic Empowerment (B-BBEE) legislation.
They encourage procurement from Small Enterprises, particularly through sub-contracting if
a tender is set above the R30 million thresholds.
The Regulations focus on the need by all organs of state and public entities to specify
conditions that only locally produced goods or locally manufactured goods meet the
stipulated minimum threshold for local production and content will be considered for certain
designated sectors. They also afford organs of state the freedom to choose to apply pre-
qualifying criteria to advance certain designated groups.
In compliance with the new regulation, this project will require that a minimum of 30% be
sub-contracted to the following types of enterprises:
EME or QSE which is at least 51% black owned
NB: In compliance with the regulation requirements stated above, PRASA requires a
30% to be subcontracted to a QSE or EME which has at least a 51% black ownership.
This will form part of the contractual agreement.
Bidders are required to search Suppliers for sub-contracting on CSD using
Procurement reference no: RFP 421/01/2018.
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“ANNEXURE A”
Preference will be given to resources that possess skills in technologies used within
PRASA. The overview of such technologies is given in the table below.
SERVICE TECHNOLOGY USED
LAN/MAN Cisco switches (catalyst 3560, 6500, 7600), MPLS, Metro-
Ethernet
Server Hardware HP (Wintel), Sun (ERP)
Operating Systems Server: Windows 2003/2008/2012, Sun Solaris, Linux; Client: XP,
7/10
Workstation hardware HP, Dell, IBM, Wyse
Directory MS Active Directory (countrywide)
WAN MPLS through Internet Solutions
File/Print Windows 2003/2008/2012
Document Management Hummingbird/Open Text/SharePoint
Backup Netbackup
Storage EMC SAN, HP,Storagetek
Groupware Exchange 2003, 2010, Mailmarshal
Terminal services Citrix
Remote Access MTN APN
Virtualization VMware
Database MS SQL, Oracle (Unix platform),
ERP SAP, Empac, FMMS, HR, PP, FIN
Anti-virus Kaspersky
Telephony Cisco IPT, Unity, Rightfax
Datacentre 3 datacenters (Pretoria, Cape Town and Durban). DR datacenter
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planned for construction in Johannesburg
Data Center Management APC ISX technology
Environmental Monitoring Netbotz
CCTV Dallmeier
Access Control Babylon
Structured Cabling ADC Krone CAT6 (TE Connectivity)
Fibre Infrastructure ADC Krone (TE Connectivity)
Splice Trays : Single-Mode – Use LC-APC Connectors
Multi-Mode – Use LC –PC Connectors
Other Office 2003/2007/2010/2016
MS Project 2003/2007/2010
Widows Update Server
Heat Helpdesk System
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