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The City of Ballarat is seeking Managed Print Services to replace its existing fleet of 25 multifunction printers. The scope includes the deployment of energy-efficient, secure, and scalable devices, integration with print management software (e. g. , PaperCut), and secure print release via staff access cards or modern authentication methods. The contract also covers ongoing maintenance, consumables supply, technical support, and service level agreements (SLAs) for uptime, response times, and issue resolution. Staff training, communication, and support during the transition period are also required. The successful tenderer will be responsible for all transition activities, including the removal of existing devices and installation of new ones. Reporting on usage, cost, and environmental impact is expected, along with vendor-led support for system administration and updates. The tender also emphasizes commitments to child safety, industrial relations compliance, and sustainable procurement, including support for local businesses and environmentally sustainable practices. Bidders must provide details on their OHS systems, OHS performance, insurance coverage, and compliance with legislation and contract conditions. Working With Children Checks and National Police Checks will be mandatory for staff working with children.
The bid notice does not explicitly state a delivery deadline for the managed print services. However, it mentions that all transition activities, including installation of new devices, are to be undertaken by the successful tenderer, with a goal for all devices to be operational prior to 1 September 2026.
The award of the contract will be based on evaluation criteria including capability, experience, and organisational competence; technical solution, integration capability, and security; project program, SLAs, and zero disruption transition; and resources, capacity, and contract management.
Bidders must demonstrate proven experience in delivering managed print services for organizations of comparable scale and complexity, capability in deploying and supporting multifunction printer fleets, and robust security practices. Specific qualifications related to OHS systems, insurance, and compliance with legislation are also required.
The bid notice mentions that failure to behave in a manner consistent with the City of Ballarat's child safe policy and procedure documents may result in termination of engagement. It also notes that significant or substantive variations or departures from specifications and general conditions of contract will not be viewed favorably, and clauses limiting contractor liability can result in automatic rejection.
The supplier query cutoff date is Thursday, 23 April 2026, 01:00 am E. South America Standard Time.
