Appointment of a service provider for managed printing services requirements at CUT

Overview

CUT seeks to appoint a service provider for Managed Printing Services for three years (2026–2029) with an option to extend for two years (2029–2031). The scope covers staff, student and printroom printing, high-volume printroom operations, security, and integration with CUT ICT. Bidders should have managed print services experience (preferably in higher education), propose new OEM devices with warranty, and deliver a cost-per-page pricing model.

Requirements

• Scope of services: supply, installation/configuration of multifunction devices, fleet optimisation, print management software, maintenance, consumables, usage monitoring, ICT integration, printroom operations, exam printing support, and training; ensure security, reliability, and cost-effectiveness.
• Fleet optimisation: conduct a comprehensive assessment (volumes, utilisation, redundancies, device distribution, recommended ratios).
• Printing environments: staff, student, printroom, and examination printing support.
• Printroom operations: full operational management, staffing, consumables, maintenance, job scheduling, finishing services; CUT provides space only.
• Security and confidentiality: adherence to information security; secure data handling and end-of-contract data erasure.
• Print management software: tracking, secure release, follow-me printing, cost allocation, AD integration, reporting, mobile printing.
• Infrastructure integration: with Microsoft AD, Exchange, SharePoint, student information systems, ITSM for fault logging.
• New devices: all devices must be new, OEM-backed warranty (3 years minimum, with option to extend), OEM spare parts/support throughout the contract.
• Service levels: defined response times (Critical 4h, Major 8h, Minor 24h).
• Reporting: monthly and quarterly reports on volumes, device utilisation, SLA, incidents, trends.
• Sustainability: energy-efficient devices, duplex by default, toner recycling, e-waste disposal.
• Pricing: cost-per-printed-page; include consumables, maintenance, parts, software, monitoring; provide pricing for A4/A3 mono/colour and scanning.
• Vendor experience: minimum three reference letters from similar institutions; preferably higher education.
• Evaluation: Phase 1 mandatory requirements; Phase 2 capacity/capability with a 70-point threshold; detailed scoring across company experience, print management software capability, service capability, local presence, transition/implementation plans, and print room capability.

How to Apply

• Submission deadline: 29 October 2026 21:59 (closing date/time) (see PU1411016-ADVERT-Managed Printing document 05.10.2026.pdf).
• Submission method: electronic submission via PURCO SA online tender system (see PU1411016 and PURCO SA guides).
• Documents to complete/submit: mandatory documents including identifying documentation, tax clearance, declarations, Form of Tender with price schedule, tender documentation with initials on pages, public liability insurance, accreditation, proof of bank details, and supplier paperwork (see Phase 1 list in PU1411016-ADVERT-Managed Printing document).
• Pre-qualifications/registrations: active CSD registration; SARS tax compliance; relevant proof for each mandatory document (see Phase 1).
• Briefing session: none required (No compulsory briefing) (see PU1411016-ADVERT-Managed Printing document).
• Clarifications: last day for questions 23 October 2026 at 16:00 (see Advertisement document PU1411016-ADVERT-Advertisement CUT 07.10.2026.pdf).
• Tender documents: available electronically; purchase required at R1,150 (non-refundable) via PURCO SA; purchasers must submit as the bidding entity (see Advertisement).
• Where to obtain bid documents: PURCO SA website; payment via Payfast; access after purchase (see PU1411016-ADVERT-Advertisement CUT 07.10.2026.pdf).