Rental, installation and comprehensive maintenance of multifunction devices on a per-page basis

Summary

The contract is for a complete printing, copying and scanning service for the Asturian Agency for Science, Business Competitiveness and Innovation. For 48 months, the contractor will rent, install and maintain three desktop A4 colour multifunction devices and one floor-standing A3 colour device, provide management and monitoring software, user authentication, support, preventive and corrective maintenance, training, and consumables other than paper. Variable charges will be based on actual black-and-white and colour page volumes, and invoices must use verifiable meter readings. At the start, approximately 20 existing printers and their toner waste must be removed; the new devices must be removed at the end of the contract. Before removal, stored information must be securely erased or certified as destroyed, with a valid official certificate provided. Waste must be handled in accordance with applicable requirements. The devices must be new and meet the technical minimums in the tender documents. They must be delivered, installed, connected and operational within 30 calendar days of contract signature, unless the Agency sets a different schedule. The initial term is 48 months, with a possible 12-month extension. The estimated budget is EUR 47,190 including VAT (EUR 39,000 excluding VAT), comprising a fixed rental and service component and a variable component linked to actual page volumes. Estimated usage is for pricing purposes only and is not a minimum purchase commitment. Bids must state the rental price for all 48 months and a unit price for each black-and-white and colour page. Bidders must demonstrate annual turnover of at least EUR 39,000 in one of the three most recent available financial years and experience with similar supplies or services in 2023–2025: the highest annual accumulated value must be at least EUR 6,825 excluding VAT. They must also provide, throughout the contract, a designated contract manager, qualified technical staff, traceable incident management, and sufficient consumables stock and capacity to replace faulty devices. A valid National Security Scheme conformity certificate at least at medium category is required and must be maintained throughout the contract. The technical bid must score at least 25 out of 45 points. The contract is not divided into lots, and subcontracting is not permitted. Bids are assessed out of 100 points: technical quality and training 45, additional features 15, and price 40.