International Peace Support Training Centre P. O. Box Karen

Transcription

1 International Peace Support Training Centre P. O. Box Karen Tel: +254 (0) /8; Fax: +254 (0) Web: REQUEST FOR QUOTATION PREVENTIVE MAINTENANCE OF PRINTERS AND INTRODUCTION International Peace Support Training Centre (IPSTC) is an independent Eastern African research and training and education centre that is responsive to peace operations training and education requirements of the African Peace and Security Architecture. IPSTC now invites quotations from qualified service providers for preventive Maintenance on organization s Photocopiers and Printers. OBJECTIVE The objective is to identify an organization, operating within Nairobi with whom IPSTC will enter into a 1 year renewable contractual arrangement to provide periodic preventive maintenance as well as general support services for select hardware and components of the printers and photocopiers. BACKGROUND IPSTC endeavors to ensure that the Printers and Photocopiers are maintained in good working condition to minimize hardware failures, promote durability of parts and ensure optimal performance at all times. This will lead to efficiency, Productivity and cost savings in the middle to long term. SCOPE OF WORK IPSTC will enter into a contract with the successful bidder to provide the following Services: Provide preventive maintenance services once every quarter on IPSTC hardware as provided in appendix 1. The bidder shall indicate in proposal the CVs of the appointed technicians to carry out the exercise as well as any other staff to be involved in support duties. The general cleaning procedures for each hardware type are outlined below and must be adhered to:

2 PRINTERS Removal of casing Clean print head and the nozzle Check toner cartridge and replace if necessary (Note any fault with cartridge or any other component) Removal paper jams, paper shreds and other debris Blow out the outer case vents. Noting down inventory data i.e. Model Number, Serial Number, Asset Number, and User Reconnect printer back to operation and verify normal working order Recording any pertinent information e.g. required upgrades, dead battery etc. lubrication and cleaning of the equipment Check toner cartridge and replace if necessary (Note any fault with cartridge or any other component) Removal paper jams, paper shreds and other debris Blow out the outer case vents. Noting down inventory data i.e. Model Number, Serial Number, Asset Number, and User Verify normal working order Recording any pertinent information e.g. required upgrades Removal of casing drum, toner and developer Adjustments and repair or replacement of parts, drum, toner and developer drum, toner and developer. The winning bidder will be required to only use recognized and safe detergents. Provide call support and on-demand services Compile an inventory for all IPSTC Printers and Photocopiers after each scheduled maintenance i.e. quarterly. Provide a clearly defined escalation procedure for various levels of reported problems and issues. Provide a comprehensive equipment diagnostics report that includes the general condition of equipment, worn-out parts, and requirements for upgrade or replacements. Proposal Interested qualified bidders should submit a proposal addressing the following critical elements:

3 1. The services that the bidder is capable of and will provide as part of Preventive maintenance task 2. The responsibilities of both parties i.e. bidder and IPSTC 3. A proposed Service Level Agreement outlining timelines the bidder will respond to various classes of reported issues. This will also include a measurement matrix of service availability, report time, resolution time, coverage and penalties for failing to meet agreed targets. 4. A classification of various types of service requests e.g. high priority, low priority and a proposed calendar for carrying out the 4 PM tasks for the year Call logging procedure including the information that will be required from IPSTC (First line support) and the Escalation procedure once the problem is received by the bidder. 6. A broken down financial proposal Note: All Preventive Maintenance should be planned to ensure they are initiated and completed on a weekend. Enquiries and Visits PS. Enquiries may be sent to procurement@ipstc.org. Prospective bidders are also free to do site visit at any working day before submission date by making prior arrangements with Margaret Mogusu (Tel /8 ex 257) Submission Deadline Bidders are required to submit their proposal by dropping them at the IPSTC tender Box at the MAIN ENTRANCE to IPSTC not later than 10 th July 2012 clearly marked IPSTC/12/13/667 and addressed to: The Director International Peace Support Training Centre Westwood Park P. O. Box Karen, Nairobi IPSTC reserves the right to disqualify a proposal of a service provider without disclosing the reasons for such an action.

4 APPENDIX 1 LOCATION HPSS EMBAKASI SERIAL NUMBER DESCRIPTION MODEL REMARKS L Ricoh MP C4500 L Ricoh MP C4500 AGJ Kyocera Copier 2050 PRINTERS FRHR LaserJet Printer 1100 CNBD LaserJet Printer 1150 CNJC85N00Q LaserJet Printer 2840 CNHC79M035 LaserJet Printer 2840 CNHC73C053 LaserJet Printer 2840 CNHC77Z0HJ LaserJet Printer 2840 CNJC85G08L LaserJet Printer 2840 CNHC7D402D LaserJet Printer 2840 CNHC7BB0JB LaserJet Printer 2840 CNHCH2G0MZ LaserJet Printer 2840 CNAJ87KOPJ LaserJet Printer 1515n CNCHK59787 LaserJet Printer 2300n CNCHM36065 LaserJet Printer 2300n CNHW82FBQ8 LaserJet Printer 2600N CNC8915HV2 LaserJet Printer CM1312 VNC6G13655 LaserJet Printer P1005 VNC3M03578 LaserJet Printer P1005 VNC6G13647 LaserJet Printer P1005 VNC LaserJet Printer P1005 MY41E4K0YD Deskjet Printer 5150 MY41E4K0Y6 Deskjet Printer 5150 MY41E4K0Z3 Deskjet Printer 5150 MY41E4K0Y4 Deskjet Printer 5150 MY41H4K1S1 DeskJet Printer 5150 MY41H4K1S3 DeskJet Printer 5150 MY856C5271 DeskJet Printer 6943 MY7A3BS4H7 DeskJet Printer 6943 MY29R331MB DeskJet Printer 1220 C TH76E641XM DeskJet Printer D4263 MY6BL14087 HP Photosmart Printer D5063

5 LOCATED IPSTC HEADQUARTES PRINTER Hp Officejet pro L7590 Hp LaserJet 1320n Hp LaserJet M15 22nf Hp officejet 7313 All - in One HP Color LaserJet CM1312 NFI MFP Hp LaserJet 1200 series Hp LaserJet 1200 series Hp Officejet pro L7590 PRINTER (REQUIRES REPAIRS) Hp color LaserJet m1522nf Acota PHOTOCOPIER MODEL Ricoh aficio MPC 4500 Ricoh aficio MPC 4500 Cycera copier Bizhub copier CNHC81Q0BC CNHC71908T CNHC85X0NQ CNJC8490K6 CNHJ77H0MZ CNHJ77H0FT CNHJ770MK CNHJ77HOMJ CN67SDF56G CN7B1F63JC CN7B3F119M CN6BCYD612T CN6CNDF2FH CN67SDF4NH MY84J2308H7 CNHW573H9D VNGT98WWGWJ Q 5712A CNB884PQTC CNCF CNCF CY84J230P7 CNHC82COOH CNHC74301K CNHC7930CD CNHC81N075 CNHC81N075 CNHJ76L066 CNHJ77H0G5 VNG798WGWN MY31NF33WW L L KM2020 C350