Provision of Printer Leasing Services

TechnoServe Public Solicitation: Provision of Printer Leasing Services Reference Number: RQ11135 Region: East Africa | Performance Location: Kenya Published Date: Oct 16, 2026 | Due Date: Nov 17, 2026 Notice Type: Request for Proposals Project Background: The organization's current printer lease is set to expire in mid-November. The primary objective of this procurement is to select a qualified Contractor to execute a lease for a reliable, secure multifunction printer (MFP) capable of supporting high volume printing, copying, and scanning demands within a medium to high volume office environment. The contract encompasses end-to-end service delivery, including complete equipment provision, delivery, physical and network installation, routine preventive and corrective maintenance, technical support, and ongoing consumables replenishment.

Scope of Work: The Contractor shall be fully responsible for managing the complete operational lifecycle of the equipment, executing the following mandatory services: Supply & Delivery : Deliver equipment meeting or exceeding all mandatory technical specifications to the designated facility within agreed project timelines. Installation & Network Configuration : Execute complete physical positioning, local area network (LAN) integration, IP address assignment, and workstation print driver configurations across organizational endpoints. User Training : Deliver comprehensive operational and administrative training to designated organizational staff prior to final system sign-off.

Consumables Supply : Maintain a continuous supply of OEM-certified genuine consumables, specifically genuine toner, to ensure uninterrupted office operations. Maintenance & Repairs : Provide comprehensive preventive maintenance schedules and rapid corrective repair services to sustain required performance standards. SLA Breach Equipment Replacement : Deploy an equivalent or superior temporary or permanent replacement unit if equipment repair times exceed established Service Level Agreement (SLA) thresholds.

Monthly Reporting : Generate and submit detailed monthly operational, usage, and service performance reports to IT management. De-installation : Perform safe decommissioning, data sanitization, physical removal, and de-installation of equipment upon contract conclusion or termination. Required Deliverables: The proposed hardware solution must fully comply with or exceed the following technical requirements: Specification Category Minimum Requirement Device Type A3 Monochrome MFP (Print / Copy / Colour Scan) Print Speed Minimum 30 pages per minute (ppm) Resolution Minimum 1,200 x 1,200 dpi Duplexing Automatic Duplex Printing and Copying Document Feeder Automatic Document Feeder (ADF) with minimum 50-sheet capacity Paper Capacity & Sizes Minimum 1,000-sheet paper capacity; supporting standard paper sizes from A5 to A3 Connectivity Standard Ethernet (10/100/1000 Base-T) network interface; wireless connectivity preferred Scanning Capabilities Scan-to-Email, Scan-to-Folder (SMB/FTP), and Scan-to-USB (supporting PDF, JPEG, TIFF formats at min.

600 dpi) Print Security PIN-based Secure Printing and User Authentication capability Consumables Inclusion Genuine OEM Toner included for full contract duration Maintenance Scope Full Preventive and Corrective Maintenance covered in base contract The Contractor shall adhere strictly to mandatory service level performance standards during standard business hours to maintain continuous system availability. SLA Performance Standards Service Minimum Requirement Technical Support Response Within 4 business hours from initial fault logging On-site Support Within 8 business hours from initial fault logging Fault Resolution Within 24 business hours from initial fault logging Equipment Replacement Temporary or permanent unit replacement mandatory if repair time exceeds SLA thresholds Target Uptime 95% to 98% uptime availability during standard operational hours The MFP must support PIN-based secure printing, admin access controls, password-protected configuration, secure network communication, and secure deletion of stored documents. Vendor network access requires IT authorisation.