Notices

Call for Expression of Interest (EOI) – Print-to-Profit (P2P) Managed Print Services (MPS)

Published On 01/06/2025

University of Jaffna

Call for Expression of Interest (EOI)

PRE-QUALIFICATION OF BIDDER FOR PRINT-TO-PROFIT (P2P) MANAGED PRINT SERVICES (MPS)

1. Introduction

The University of Jaffna (hereafter referred to as “the University”) invites Expressions of Interest (EOI) from experienced and qualified suppliers to provide Print-to-Profit (P2P) Managed Print Services (MPS). This EOI aims to identify and shortlist potential suppliers capable of delivering cost-efficient, scalable, and high-quality printing solutions tailored to the University’s requirements. The selected supplier will implement a Print-to-Profit model where users pay for print services on a per-use basis, ensuring accountability, cost control, and sustainability.

2. Project Scope

The University seeks a supplier to manage and support its printing requirements through a Print-to-Profit (P2P) model. The scope of the project includes but is not limited to:

  • Provision, installation, and maintenance of print devices (e.g., printers, copiers, scanners).
  • Implementation of a Print-to-Profit billing system for charging users based on the number of pages printed.
  • Monitoring and management of print usage, consumables (e.g., toner, paper), and device health.
  • Provision of user support and troubleshooting services.
  • Regular reporting on print usage, service performance, and device status.

Estimated Volume of Printing (for information purposes only):

  • To support potential suppliers in understanding the scale of the requirement, the University estimates that the annual printing volume may range approximately between 6,000 reams of A4 and 700 reams of A3 paper. This figure is indicative only and provided solely for capacity assessment purposes. Final volume requirements and detailed specifications will be provided at the Request for Proposal (RFP) stage.

Key Objectives:

  • Optimizing print usage and reducing unnecessary costs.
  • Ensuring secure and reliable printing services with minimal downtime.
  • Promoting environmental sustainability through waste reduction and energy efficiency.
  • Providing accountability through a transparent Print-to-Profit billing structure.

3. Potential Issues & Preventive Strategies

The implementation of Print-to-Profit Managed Print Services may face challenges in service management, cost control, technical integration, and user adoption. To address these, the following strategies are expected in the proposal:

3.1 Service Management:

    • Service-Level Agreements (SLAs) with guaranteed uptime and maintenance response times.
    • Real-time monitoring tools for tracking usage, device health, and performance.
    • Regular audits and user feedback mechanisms to ensure service quality.

3.2 Cost Control and Transparent Billing:

    • A clear, transparent pricing model with detailed cost breakdowns for color and black-and-white printing.
    • Usage monitoring by department or individual users to track and prevent overuse.
    • Alerts for exceeding usage limits and controls to avoid unexpected costs.

3.3 Technical Integration and Data Security:

    • Seamless integration with the University’s IT infrastructure.
    • Compliance with data security regulations (e.g., GDPR, HIPAA) and secure printing mechanisms (e.g., PIN codes, user authentication).
    • Network readiness for cloud-based print management solutions.

3.4 User Adoption and Training:

    • Comprehensive training programs to educate users on the Print-to-Profit model and efficient print practices.
    • Continuous support and troubleshooting services to address user concerns.
    • Clear usage guidelines to encourage responsible printing behavior.

3.5 Environmental Sustainability:

    • Use of energy-efficient devices and eco-friendly consumables.
    • Recycling programs for consumables and e-waste.
    • Initiatives to reduce paper consumption and promote digital alternatives.

4. Eligibility Criteria

Applicants must meet the following qualifications to be considered:

  • Proven experience in providing Managed Print Services, especially in a Print-to-Profit model, for large institutions or similar organizations.
  • Strong technical capabilities in print fleet management, monitoring, and maintenance.
  • Financial stability to support ongoing service requirements.
  • Demonstrated compliance with environmental and data security standards.
  • Ability to provide a transparent Print-to-Profit billing structure.

5. Submission Requirements

Interested parties are invited to submit the following documents:

  • Company Profile, including experience in Print-to-Profit MPS and key clients served.
  • Technical Proposal detailing services, monitoring solutions, and maintenance plans.
  • Pricing Model, including cost per page for color and black-and-white printing and any additional fees.
  • Case Studies/References showcasing similar solutions provided to institutions.
  • Qualifications of Key Personnel responsible for implementation and support.
  • Sustainability Statement detailing eco-friendly practices and initiatives.
  • Data Security Statement outlining measures to ensure secure printing and compliance with privacy regulations.
  • Any additional supporting documents relevant to the EOI.

6. Evaluation Criteria

EOIs will be evaluated based on the following factors:

  • Experience and expertise in delivering Print-to-Profit MPS solutions.
  • Technical capability and innovation in print management.
  • Transparency and cost-effectiveness of the Print-to-Profit pricing model.
  • Commitment to environmental sustainability.
  • Data security and compliance measures.
  • Customer support and training programs.
  • References from clients with similar requirements.

7. Submission Instructions

The EOIs should be submitted to the Bursar, Finance Branch, University of Jaffna (PO Box-57, Thirunelvely, Jaffna), either by post or in person, to reach his office on or before 2:00 PM on June 24, 2025.

8. Clarification

For any queries or clarifications regarding this EOI, interested parties may contact Mr. K. Thirukumaran, Assistant Bursar (Supplies), via email at absp2@univ.jfn.ac.lk  or by phone at 021 222 6519.

9. Confidentiality

All information provided by applicants in response to this EOI will be treated as confidential and used solely for the purpose of evaluating the Expressions of Interest.

10. Next Steps

After evaluating the EOIs, shortlisted applicants will be invited to submit a detailed Request for Proposal (RFP) for Managed Print Services. The University will select the supplier based on the evaluation of the proposals.

11. Terms and Conditions

  • The University reserves the right to accept or reject any or all EOIs.
  • Submission of an EOI does not guarantee that the applicant will be invited to submit a proposal or awarded the contract.
  • The University will not be liable for any costs incurred by applicants in the preparation or submission of the EOI or for transport.

 

Vice Chancellor,
University of Jaffna,
Post Box – 57,
Thirunelvely, Jaffna