Provision of Multifunctional Print Devices & Related Services

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |---------------------------|-----------------------------------------------------|-------------------------------------|------------------|----------|----------------|------|----------|------------------|---------------------|------------------| Uisce Éireann Provision of Multifunctional Print Devices & Related Services 30120000 - Office equipment not disclosed not stated Negotiated not stated Ireland 5 years (with options for 3 extensions) 12:00 hours on 08th July 2026 not stated

2. Scope of Work

The contract involves the establishment of a single supplier framework for the provision of multifunctional print devices and related services across 100 sites in Ireland. The contractor will manage a fleet of approximately 200 print and plotting devices, ensuring operational efficiency and support. The scope of work includes:

• Supply and Deployment: Provision of replacement devices as needed.
• Managed Print Service: Design and deployment of a managed print service that includes both network and Wi-Fi connectivity options.
• Service Deployment: Availability of services both locally on user devices and in a virtual desktop environment.
• Print Support Services: Ongoing support for print services, including troubleshooting and maintenance.
• Fleet Expansion: Ability to expand the print fleet in accordance with operational growth.
• Carbon Neutral Service: Maintenance of a carbon-neutral print service.
• Follow-Me Print Software: Support and maintenance of a ‘follow-me’ print software solution and scan-to-email functionality.

The contractor must ensure that all services are delivered in compliance with relevant health, safety, and quality standards.

3. Background & buyer context

This procurement aligns with Uisce Éireann's strategic initiative to enhance operational efficiency and sustainability in its printing services. The decision to procure these services is driven by the need to maintain a modern and efficient print infrastructure that supports the organization's operational growth. Uisce Éireann has a history of managing print services internally but seeks to leverage external expertise to optimize performance and reduce costs. The incumbent provider is not specified in the documentation.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered for evaluation:

• Turnover Requirement: Minimum average annual turnover of €686,000 in the last two years.
• Insurance:
• Public Liability: €6.5 million
• Employer's Liability: €13 million
• Product Liability: €6.5 million
• Professional Indemnity: €6.5 million
• Cyber: not specified
• Motor: not specified
• Certifications: Must hold relevant certifications such as ISO 9001 (Quality Management) and ISO 14001 (Environmental Management).
• Past Experience: Evidence of at least two contracts delivered within the last five years for managed print services or closely related services.
• Personnel: Key personnel must have a minimum of three years' experience in relevant roles.
• Geographic Constraints: Bidders must be able to provide services within Ireland.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, balancing price and quality.

6. Submission requirements

Bidders must submit the following documents:

• Method Statement: A response document following the provided template with a maximum of 20 pages.
• CVs: CVs of key personnel, limited to two pages each.
• Pricing Schedule: Completed pricing schedule using the specified template.
• Case Studies: At least two case studies demonstrating relevant experience, with project values between €100,000 and €500,000.
• Declarations: Include ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory Site Visit: A site visit is not specified.
• Submission Portal: All submissions must be made through the eTenders platform, adhering to specified formatting rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and Extensions: Initial contract term of 5 years with options for three 1-year extensions.
• Payment Terms: Payments will be made upon receipt of invoices, subject to verification of services rendered.
• Key SLAs/KPIs: Specific service level agreements and key performance indicators will be established to ensure service quality.
• Liquidated Damages: Penalties may apply for failure to meet agreed service levels.
• Termination Clauses: The contract may be terminated for non-performance or breach of terms.
• IP Ownership: Intellectual property rights for any developed materials will remain with Uisce Éireann.
• Sub-contracting Rules: Sub-contracting is permitted but must be disclosed and approved.

9. Risks, red flags & unusuals

Potential concerns for bidders include:

• Turnover Requirement: The turnover threshold of €686,000 is relatively low compared to the scale of the contract, which may favor incumbents with established relationships.
• Geographic Constraints: The requirement for service provision within Ireland may limit competition.
• Service Complexity: The integration of a follow-me print solution may pose challenges for bidders without prior experience in similar environments.
• Tight Submission Timeline: The deadline for submissions is relatively close to the clarification deadline, which may limit the time for bidders to prepare comprehensive responses.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with the following characteristics:

• Credible Bidders: Firms with experience in managed print services, IT support, and maintenance services are best positioned to bid.
• Consortiums Allowed: Joint ventures and subcontracting are permitted, allowing smaller firms to collaborate.
• Bid Preparation Effort: Bidders should anticipate a preparation effort of approximately 10-15 days to compile necessary documentation and responses.
• Pwin Signal: The presence of an incumbent may influence the likelihood of winning, particularly if they have established relationships and experience with Uisce Éireann.

11. Where to dig deeper

• Source RFT Filename: PQQ_25-040F_NEGOTIATED_v_7.0_Final (002).docx
• eTenders CFT ID: 25/040F
• Contact Email: [email protected]
• Important Attachments:
• Appendix 3 — Financial Turnover Confirmation Letter
• Appendix 1 — Project Reference Data Sheet
• Appendix 4 — Applicant’s Organisation