As part of the new procurement of the multifunctional devices, the entire printing system landscape of the Helmstedt district is to be modernized, homogenized and consolidated:
Introduction of a central printer management system;
devices from only one manufacturer;
Introduction of pull printing (confidential printing) using time recording transponders;
Introduction of a highly available print server;
Uniform lease agreement for all printing systems (including service, maintenance and replacement of consumables);
Review of the necessity of individual printing systems and optimization.
A contractor is to be found for the tendered scope of services. This can be both a manufacturer of printing systems and an intermediary system house.
As part of this tender, the district of Helmstedt plans to
a printing system infrastructure with
multifunctional devices (approx. 42 pieces),
• workstation printers (approx. 200 pieces) and a
High-performance printer (1 piece)
to procure.
Corresponding device classes are defined in this service description. In order to achieve the project goal of homogenization and optimization, all devices offered must come from the same manufacturer.
A framework agreement is put out to tender from which equipment is called up for rent. Printed color and black-and-white pages are charged per page price. After the contract has been awarded and before the rollout, a pilot installation is to be carried out at the client, in which
the central software solutions and a device of each device class are to be put into operation.
The client (AG) intends to call off the multifunctional devices immediately after the award of the contract and to roll them out from January 2024 after the pilot installation, as the current lease for the existing multifunctional devices expires.
The workstation printers are purchased devices in the inventory. Most of the new devices will be called up in the first year of the contract – after the rollout of the multifunctional devices. More workstation printers are gradually being added during
of the term of the contract. The contract will run for 48 months, with a two-time extension option of 12 months each. A 12-month contract extension automatically extends the rental period of all equipment in the contract by the same period.
Installation and commissioning of the multifunction devices is carried out by the AN, the workstation printers are installed by the client. Service is also the subject of the tendered service. This includes all activities related to maintenance
and restoration of operational readiness and the supply of consumables (except paper and staples) and all necessary disposal measures. A printer management system must be supplied for all printing systems
and to install, which should run on premise at the AG. The aim of the project is to introduce the "pull printing" functionality for the multifunction devices, using the existing time recording transponders. The individual devices are sent to the client, including service, from their acceptance to the end of the rental period
left for use.