PREVENTATIVE MAINTENANCE AND SUPPORT FOR PRINTERS

The Department of Aboriginal Affairs and Northern Development (DIAND), Alberta Region (“the Region”), employs a standard network model for printing, and has followed typical industry trends in the composition of its fleet of printing devices. Over the past few years, the Region has evolved from a mix of owned midrange workgroup printers and larger leased regional photocopiers to a fleet of owned workgroup multi-function devices and larger high speed multi-function printers. This has resulted in an improvement in reliability, convenience, and supportability while realizing a reduction in overall cost.

This fleet of printers requires ongoing maintenance, both reactive and proactive, in order to extend the life of the devices and maximize the availability of this critical resource. The Region has analyzed several costing models, and determined that a cost per page (“click charge”) model provides the best balance of convenience and value. The fixed price for each printed page, shall include all toner and consumables; all maintenance and repairs, including parts, labour, and travel; and a minimum of two (2) preventative maintenance visits per device per year.

The fleet of equipment is physically located in three offices: the primary regional office in Edmonton, on the 6th floor of Canada Place, a field office in Calgary, and a school office in Cold Lake, Alberta.

The Calgary Field Office is located in the Chief Big Plume building, a First Nations-owned office building on the Tsuu T’ina Reserve adjacent to the city of Calgary, while the LeGoff School Office is located in a First Nations-owned school on federal reserve land near Cold Lake, Alberta. We expect the Contractor will provide the same level and quality of service at these locations as in the primary regional office. However, site security and physical access arrangements may differ at these locations.

The requirement will be competed among all the Qualified Supply Arrangement Holders for Managed Print Service – M2 Fleet Management (EZ107-120004), as follows:

4 Office Automation Ltd. Compugen Inc. Hewlett-Packard (Canada) Co. Hewlett-Packard (Canada) Cie 1135378 Ontario Ltd. Operating as: Printersplus Ricoh Canada Inc. Sharp Electronics of Canada Ltd. Xerox Canada Ltd.

Any other suppliers interested in bidding on this requirement should apply to be a Supply Arrangement holder: https://buyandsell.gc.ca/procurement-data/tender-notice/PW-VAN-579-6966 ).

It is the responsibility of Bidders to ensure that their proposal demonstrates sufficient evidence of the Bidder’s qualifications and experience in providing Preventative Maintenance and Support for Printers within the required administrative model.

The duration of the Service Contract will be from the Contract award date to October 31, 2015. DIAND reserves the right (at its sole discretion) to extend the term of this Service Contract by up to an additional two (2) one (1) year periods under the same terms and conditions.

This procurement is subject to the Agreement on Internal Trade (AIT), North American Free Trade Agreement (NAFTA), World Trade Organization-Agreement on Government Procurement (WTO-AGP) and Canada Free Trade Agreements with Peru, Colombia, Panama.