INVITATION TO QUOTE
To:______
Dear Sir/Madam,
- You are invited to present your price quotation(s) for the following services:
-Outsourcing of sustainable printing & photocopying services ,
- Refilling of toners
As described on the attached Annex A “Terms of Reference”.
2. You can provide to us an estimations costfor the mentioned services which will be subject of a separate review procedure and signature of the respective contract by parties included, for the best offers.Attached: Annex A,B,C,D, E
{Based on the “Invitation to Quote” you should present your offer, after you have read carefully each articles specified, asparts of your assessment}.
3. Your quotation(s) should be addressed in a closed envelope and submitted to:
Brikena Zaimi
Tirana Bank, Head Office, Str“Ibrahim Rugova"
Tirane, Albania
- THE DEADLINE
The deadline for receipt your quotation (s) by the Purchaser at the address indicated above is: 22.08.2016 -10 00 Óclock.
- Details
You are asked for:
-To give two separated offers for:
a) Service 1: Refilling of printing and photocopies’ toners – existing equipment owned by the Bank
b) Service 2: Full outsourcing of sustainable printing & photocopying service
-To provide a detailed description of the technical, functional and operational characteristics and specifications of the proposed solution for the service 2 (please see Annex A).
- Revaluation for used equipment buys back for the service 2
- New equipments have to meet the criteria of energy efficiency and eco friendly certification and to provide proof of compliance for replaced products.
-To provide recycling service or to provide proof of compliance for old equipments (waste transfer note if they do not provide recycling by themselves).
- Price
Please note that your proposals and quotations have to be stated separately for each proposed service.The Bank reserves the right to select one or different companies for different services.
Service 1: Refilling of printing and photocopies’ toners – existing equipment owned by the Bank
Cost: Cost should be offered per toner (per unit). List of the toners as per attached in Annex B
Service 2: Full outsourcing of printing & photocopying service
Cost: Cost should be offered per printed / photocopied page.
Both cost options of tonners (new and refilled ones) to be presented
Cost should be VAT, transport, per diems, working hours and every other taxes or expenses included.
Attached: Annex A,B,C,D
7. Contract Details
Duration: 2 years with the right of automatically renewal for another year if not written notified 30 days before expiry date.
Responsibilities: are given in Annex A
Response time: are given in Annex A
Confidentiality: The Supplier and its employees are categorically prohibited to access the personal data of third parties collected by the Bank in the course of its activity. The parties are obliged to keep confidential and to not disclose to third parties any information received, during and after the duration of this present Agreement. The Supplier shall take all adequate measures to keep confidential all Banking information or materials to which its employees might have access due to the type of service rendered and neither use or disclose it to others. Supplier’s employees should keep confidential all information regarding the Bank and Bank’ processes during and after their employment with the Supplier. The Supplier should notify the Bank in case of violation of personal data collected by the Bank. The Supplier should notify immediately and without delay the Bank about any damage of personal data or any other extraordinary event during the ordinary course of business.
-Testing time of one month will be performed, from two best companies, both in two departments in HO and in at least two branches in Tirana having similar workload.
8.For further information you should contact at:
Brikena Zaimi, Head of Procurement unit,
Tirana Bank, Head Office, Rruga: Ibrahim Rugova, Tirane
Mob.+355684034720;Tel.+355 4 2 277885;
E-mail. ;
9. The following documentations should be parts of your offer:
-Notarized copy of the Commercial Registry, provided by the respective Authorities, within last month.
-Notarized copy of the certificate of Registrations as a taxable person provided by the appropriate body.
-CV of the Company
-Brief description of similar projects, preferably implemented in the financial institutions.
-At least two letter of recommendations
- Brief description of the methodologies to be followed during the implementation.
10.Please confirm in the above mentioned email contact, that you receive this invitation of quote as well as your consent for participants in this procurement procedure
Sincerely
BANK OF TIRANA
Annex A
“TERMS OF REFERENCE”.
1-Service: refilling of printing and photocopies’ toners
A - Responsibilities:
1 - “Supplier” undertakes the following:
a)Delivering the merchandise (refilled tonners) to HO, within 10 working days from the Bank written notification.
b)The replacement of printers & photocopies till the repair of the BANK printers & photocopies – preferable but not a mandatory requirement
c)Response for replacing time:
-2 hours for HO and branches located in Tirana
-4 hours for branches located up to 150 km from Tirana
-6 hours for branches located more than 150 km from Tirana
2- “Bank” undertakes the following:
a) Collection of empty toners which will be returned to the SUPPLIER.
b) Collection in Head Office of the damaged photocopies and printers
c) Ordering should be placed to the SUPPLIER 10 days in advance
B - Cost: Cost will be asked per toner (per unit). List of the toners as per attached
2-Service: Outsourcing of printing & photocopying service
A - Responsibilities:
1- “Supplier” undertakes the following:
a)Replacement of existing equipment of the Bank with their own devices (maximum produced from 2014 and onwards), preferably multifunctional equipment (printer / photocopy), preferably energy efficient and eco friendly certified.
b)Back up smaller device to be in all branches located out of Tirana
c)Both cost options of tonners (new and refilled ones) to be presented
d)Delivering the merchandise (refilled / new tonners) to HO, within 10 working days from the Bank written notification
e)The replacement of printers & photocopies, preferably with equipments energy efficient and eco friendly certified, till the repair of the BANK printers & photocopies
f)Response for replacing time of the main device:
-2 hours for HO and branches located in Tirana
-2 business days for branches outside Tirana, assuming full functionality of the backup devices
g)Tellers’ printers incorporation in the schema will be required, but not mandatory, since they are quite specific.
h)Different options related to monitoring service (local or centralized) should be presented. Centralized solution is preferable, but not mandatory. Companies that offer both options (local and central monitoring) are require presenting the proposal for both options.
i)Buy back option of existing equipment where preferably the criterion of recycling them is included and proved.
2- “Bank” undertakes the following:
a) Collection of empty toners which will be returned to the SUPPLIER, in case refilled tonners will be used
c) Ordering should be placed to the SUPPLIER 10 days in advance
B- Cost: Under such service, the Bank will pay the cost per printed / photocopied page.
C- Buy back option of our existing equipment is required as an option, but not mandatory.
D- Testing time of one month to be performed, from two best companies, both in two departments in HO and in at least two branches in Tirana having similar workload.
E- Technical proposal has to contains the following information:
- Specification of minimal infrastructure requests for equipment installation
- Requested network bandwidth
- Connection to the LAN
- Dimensions of Equipment, Specify the requirements for storage or space (in Sq meters) for supplies per building of the Bank
- Indicate the overall proportion of users / Machine, by building according to your solution
- User authentication feature, type of authentication (PIN, LDAP etc…)
- Printer/MFD printing features (eg. Printing speed, printing volumes, formats, double side printing etc…)
- MFD scanning features (scanning speed, volumes, formats, double side scanning etc…)
- MFD copy features (copy speed, volumes, formats, double side copying etc…)
- Printer/MFD toner capacity
- Type of data storage in Printer/MFD and capacity
- Centralized solution for monitoring of the printers, status report, consumption report (per user, printer, etc)
- Special management console where statuses of all printers (devices) are visible or each network device is accessed separately?
- Possibility of integration to AD, enabling rules assignment per user (print, scan, fax)?
- Automatic notification of users on toner consumption or any other consumable part on the printer, in terms of timely replacement?
- Service locations (within Albania)
- Provide the task scheduling capabilities provided of offered software to improve service printing needs of users. In case of more than one solution to be mentioned separately in economic offer
- Provide analytical workflow regarding the steps that will be followed for problem resolution (Starting from problem reporting up to problem solving)
- Describe the process for monitoring, ordering and delivering of supplies
- High level implementation plan with detailed specifications of the time for each milestone
- Prior implementation on agreed location, solution should be tested within agreed time lines
Eco-conscious/sustainable Products and services:
- Equipments have to be energy efficient, energy star labeled(such as energy star or any other equivalent
- Equipments have to be eco-friendly, eco labeled (blue angel, nordic swan or other equivalent labels or certifications).
- When replacing old equipments with new ones provide recycling service or proof of compliance (waste transfer note if the company does not provide recycling by itself).
Additional requested information on Equipment / NEW PRINTING EQUIPMENT
Yes/No
Support Multi-Language Printing (Print multiple languages. Provide details)
Support UniCode Printing (Print all characters of all languages without installing additional driver software (Drivers). Each character in all the languages mapped to a unique number)
Performance checking of system once per year (System Check, Periodic Inspection of state of hard drive MFP, Operating System, Patches)
Provide Free Software Upgrade for Monitoring & Management (Software Upgrades)
The accompanying software solution must be compatible with the following operating systems (Version 32 or 64 bit)
a. Windows XP
b. Windows 7
c. Window 8.1
d. Windows Server 2003
e. Windows Server 2008
f. Windows Server 2012
The solution accompanying software must be Cluster - aware
The solution accompanying software must be compatible with different virtualization technologies (Hyper-V, VM Ware)
Provide the task scheduling capabilities provided of offered software to improve service printing needs of users. In case of more than one solution to be mentioned separately in economic offer
Single Help Desk contact (Company will provide a phone number and an email address to address operational and technical issues and user support)
Once per year to provide services for reassessing the respective needs per building/branch of the Bank
Extraordinary (Ad Hoc) equipment change, as per initiative of Supplier (in exceptional cases) without disrupting the smooth operation of the Bank. (Notice on the same day for a change of equipment, reroute of prints by notice of change, update on the completion of work etc)
Scheduled equipment change, as per initiative of Supplier without disrupting the smooth operation of the Bank. (eg movements, additions, changes, withdrawal. Prompt notification for change of equipment, reroute of prints by notice to change, update on the completion of the work)
Clear definition of the processes that should be followed by the Bank for scheduled changes (move, add, change, recycle. Indicate requirements)
Possibility of keeping daily statistics for assessment per device and per user (employment rate and printing profiles, control "normal" versus "draft", check B / W versus color printing)
Minimize Risk of Loss Printing (Notice of pending prints where the validity of the pending job to be specified. Possibility to erase after notice and approval of the sender)
Customization of software according to the needs of the Bank (for example automatic double-sided prints in "draft" mode, indeppentent of the machine and sender)
Allow management of Printing Queues from all MFP of one building with a PIN per user (when pending or after it has been printed to request additional print from another MFP machine by the user.)
Cipher printing
Alternative Formats of files generated by the MFP from digitalization and / or copy (*. JPG, *. PDF, *. JPEG, *. BMP, other specify)
On Line Right (Optimum) Sizing per device (Monitoring and assessment of printing needs per space and programming changes for matching needs with capabilities.)
Ability for Remote Management (seen in relation to the existing IT planning), without requiring Admin rights on Domain. Provide alternatives, eg Station in NBG LAN, other.
Ability to set default Duplex Printing in selected devices (per machine, per unit of the Bank, per building - Undo to Single Side at user's choice for specific prints)
Ability to Send Fax via MFP
Solution by compilation of machines MFP - Printers of all sizes to meet the needs (Print, Copy, Fax, Scan as needed per user and space)
Update for Off Line Devices (per unit per Bank Building.)
Ability to monitor consumption (per unit, per Bank Building) in connection with a database containing Username and corresponding unit.
Abilityto monitor use of device (On Line Device Utilization).
Ability to track print volume through reports
- per user:
- Per device:
(Trend Analysis, Workload Analysis. Indicate requirements)
Energy Star Compliance of Devices (Specify if existing, category of energy consumption)
Automatic notification of users on toner consumption or any other consumable part on the printer, in terms of timely replacement?
Possibility to interface with Email system (SMTP)
Possibility to interface with SMS Gateway (SSL, SMPP)
Available Reporting for Environmental Policy of the Bank (saving in electricity, recycling of equipment, recycling of supplies, etc.)
Training Available (in each new device to be installed)
Annex B
LIST OF TONERS
Nr / Modeli i Tonerit / Njësia1 / Hp laserjet 1005; 1006; 35A / Cope
2 / Hp laserjet 2300; 1018; 10 A / Cope
3 / Hp laserjet 2420; 2400; 11A / Cope
4 / Hp laserjet 4100; 4101; 61X / Cope
5 / Hp laserjet 4200; 38A / Cope
6 / Hp laserjet 4250; 4350; 42A / Cope
7 / Hp laserjet p2015; 53A / Cope
8 / Hp laserjet p2055; 2035; 05A / Cope
9 / Hp laserjet p3005, 51A / Cope
10 / Hp laserjet p3015 55A / Cope
11 / Black cartridge hp CC530A / Cope
12 / Cyan cartridge hp CC531A / Cope
13 / Magenta cartridge hp CC533A / Cope
14 / Yellow cartridge hp CC532A / Cope
15 / Xerox work center 3220 / Cope
16 / Hp laserjet 1010; 1018; 12A / Cope
17 / Hp laserjet 1300; 13A / Cope
18 / Cannon FX-3 / Cope
19 / Cannon FX-10 / Cope
20 / Cannon original NPG-11 / Cope
21 / Hp color laserjet 4700LQJ 5950A / Cope
22 / Hp color laserjet,LQJ 5951A / Cope
23 / Hp color laserjet,LQJ 5952A / Cope
24 / Hp color laserjet,LQJ 5953A / Cope
25 / Sharp origina l5316 / Cope
26 / Hp laserjet P100285A / Cope
27 / Toner photocopy SAMSUNG SCX-4623F / Cope
28 / Toner deskjet 78 HP 1280 / Cope
29 / Toner deskjet 45 HP 1280 / Cope
30 / Toner deskjet 20 HP 4710 / Cope
31 / Toner deskjet 21 Hp 4710 / Cope
32 / Toner 49 AHP 1160/1320 / Cope
33 / Toner CE 310, 311, 312, 313 / Cope
34 / Toner HPLJ 80A (Printer HPLJ 400) / Cope
35 / Toner HPLJ 90A (Printer HPLJ 600) / Cope
36 / Xerox 3100 Laserjet / Cope
37 / Canon IR1024 310 / Cope
38 / Sharp AR 5623 / Cope
39 / Magneta 281C / Cope
40 / Magneta 281C / Cope
41 / Toner A84042 (photocopy sharp 5420 / Cope
42 / Toner photocopy xerox 5016 / Cope
43 / Boj xerox faser 3100mfp / Cope
44 / Toner desk jet 338 / Cope
45 / Toner desk jet 334 / Cope
46 / Toner xerox 128 / Cope
47 / Toner (photocopy sharp AR 320 E / Cope
48 / Toner Samsung CLP 360 Black / Cope
49 / Toner Samsung CLP 360 Cyan / Cope
50 / Toner Samsung CLP 360 Magenta / Cope
51 / Toner Samsung CLP 360 Yellow / Cope
52 / Toner Sharp 5618 / Cope
53 / Toner Sharp AR 5623 / Cope
54 / Toner Sharp AR 5316 AR 016T / Cope
55 / Toshiba T-281CE- Y / Cope
56 / Toshiba T-281CE- C / Cope
57 / Toshiba T-281CE- M / Cope
58 / Toshiba T-281CE- B / Cope
Annex C
LIST OF PRINTERS
DisplayName / Location / SerialNumberHP LaserJet P2055dn / HQ / CNCKC00433
HP Color LaserJet CM2320fxi MFP / HQ / CNFTC9Q0C8
HP LaserJet 2420 / HQ / CNFJG12015
Xerox WorkCentre 3220 / HQ / 3259512327
HP LaserJet P3010 Series / Ksamil / VNBVB2RH69
HP LaserJet P2015 Series / Hygea Agency / CNBW7D6196
HP LaserJet 400 M401dn / Main Branch / VNH6G33224
HP LaserJet 2420 / HQ / CNFJG12009
HP LaserJet P3010 Series / Kukes / VNBVB5WGG2
HP LaserJet P3010 Series / HQ / VNBQC531XP
HP LaserJet P3010 Series / HQ / VNBVB2RH5X
HP LaserJet 400 M401dn / Zogu Zi / VNC3J15260
HP LaserJet 600 M601 / HQ / CNBVD7B0L5
HP LaserJet P2015 Series / Brryli, Tirana / CNBW83V36Z
HP LaserJet P3010 Series / Porti Branch, Durres / VNBVB2RH6V
HP LaserJet P2055dn / HQ / CNCKF42879
HP LaserJet P3010 Series / Shijak / VNBVB5WG6B
HP LaserJet 400 M401dn / Komuna Parisit / VNH6G31454
HP Color LaserJet 4700 / HQ / JP5ND04452
HP LaserJet P2055dn / Fieri / CNCKC00357
HP LaserJet 2420 / Permet / CNFKF39806
HP Color LaserJet CM2320fxi MFP / HQ / CNFTC9Q0BP
HP LaserJet 400 M401dne / Fieri / PHKFC06746
HP LaserJet P2015 Series / LIbrazhd / CNBW8247WN
HP LaserJet P3010 Series / HQ / VNBVB5WGF3
HP LaserJet 400 M401dne / Pazari Ri / PHKFC06732
HP LaserJet P2055dn / Vlora / CNCKF35772
HP LaserJet P3005 / Korca / CNS1R59681
HP LaserJet 600 M601 / HQ / CNDVG6Y1H4
HP LaserJet P3010 Series / Fieri / VNBQC531WF
HP LaserJet P2015 Series / HQ / XXXXXXXXXX
HP LaserJet P3010 Series / Shkodra / VNCQF7G0ZM
HP LaserJet 400 M401dn / Vora / VNC4L19662
HP LaserJet P2015 Series / Tregu Medrese / CNBW8247ZM
HP LaserJet 400 M401dne / Lushnja / PHKFG14928
HP LaserJet P3010 Series / Kamza / VNBQC531XJ
HP LaserJet P3005 / Kombinati, Tirana / CNFW6DD0KC
HP LaserJet P2055dn / 21 Dhjetori, Tirana / CNCKF42873
HP LaserJet P3010 Series / Tregu Medrese, Tirana / VNBVB2RH6Q
HP LaserJet 600 M601 / HQ / CNDVG6Y1H8
HP LaserJet M2727nf MFP / HQ / CNHTC6M10N
HP LaserJet P3010 Series / Saranda / VNBVB5WGFF
HP LaserJet 400 M401dn / HQ / VNC3J15278
HP LaserJet P3010 Series / Permet / VNBQC531X5
HP LaserJet P3010 Series / Durres / VNCQF7G0XX
HP LaserJet P3010 Series / Kavaja / VNBVB2RH6K
HP LaserJet P2055dn / HQ / CNCKF36045
HP LaserJet P3010 Series / HQ / VNBVB2RH6Y
HP LaserJet 400 M401dn / Shkodra / VNH6G31453
HP LaserJet 600 M601 / HQ / CNDVG6Y1HC
HP LaserJet P2015 Series / HQ / CNBW8247ZR
HP LaserJet P2055dn / HQ / CNCKD38323
HP LaserJet P3010 Series / HQ / VNBQC531XT
HP LaserJet 400 M401dne / Gjirokastra / PHKFB07039
HP LaserJet 400 M401dn / Shkodra / VNH6G33227
HP LaserJet P3010 Series / Fushe-Kruja / VNBVB5WGD9
HP LaserJet P2055dn / HQ / CNCKH72809
HP LaserJet P4015 / HQ / CNFY437729
HP LaserJet P2015 Series / HQ / CNBW7B8782
HP LaserJet 400 M401dn / HQ / VNC4600501
HP LaserJet P2015 Series / Durres / CNBW7BR22L
HP LaserJet P3010 Series / Bilisht / VNBVB2RH6H
HP LaserJet P2015 Series / Laci / XXXXXXXXXX
HP LaserJet Pro MFP M521dn / HQ / CNB7G5K863
HP LaserJet P3010 Series / Korca / VNCQF7L2K9
HP LaserJet P3010 Series / HQ / VNBVB2RH74
HP LaserJet 500 MFP M525 / HQ / VNFVG70024
HP LaserJet P3005 / HQ / CNFW6DD0KP
HP LaserJet P2015 Series / HQ / CNBW7B8774
TOSHIBA e-STUDIO281c / HQ / CDF075903
HP LaserJet 400 M401dne / HQ / PHKFB07040
HP LaserJet P2015 Series / Lezha / CNBW7B8775
HP LaserJet P2015 Series / GJirokastra / CNBW8247WT
HP LaserJet P3010 Series / Pogradeci / VNBVB2RH6S
HP LaserJet 600 M601 / HQ / CNBVD7B0K3
HP LaserJet 400 M401dne / Autostrada Branch, Tirana / PHKFC06742
HP LaserJet 2420 / Berat / CNFKF39812
HP Color LaserJet 4700 / HQ / JP5ND04456
Samsung CLX-3300 Series / HQ / Z8UMBJAC9000L3A
HP LaserJet P3010 Series / Elbasani / VNBVB7VG43
HP LaserJet 600 M601 / HQ / CNBVD7B0KH
HP LaserJet P3010 Series / Tirana Re, Tirana / VNCQF7L2JT
Annex D
PHOTOCOPIES
No / Branch / Brand / QTY / No / Branch / Brand / QTY1 / Brryli / Canon NPG 11 / 1 / 1 / Fushe-Kruja / Sharp AR-5316 / 1
2 / Berati / Canon NPG 11 / 1 / 2 / Lac / Sharp AR-5316 / 1
3 / Lezha / Canon NPG 11 / 1 / 3 / Permeti / Sharp AR-5316 / 1
4 / Korca / Canon NPG 11 / 2 / 4 / Autostrada / Sharp AR-5316 / 1
5 / Kombinat / Canon NPG 11 / 1 / 5 / Zogu I Pare / Sharp AR-5316 / 1
6 / Librazhd / Canon NPG 11 / 1 / 6 / Vlora / Sharp AR-5316 / 1