Annex 1
1. Introduction
The European External Action Service (EEAS), represented by the Head of the Delegation to
South Africa, is planning to award the direct contract for the lease of 3 multifunctional photocopy machines, its maintenance and supply of toner.
A notice regarding this contract was published in the EU Delegation's website : http://eeas.europa.eu/delegations/south_africa/index_en.htm
2. Background
The Delegation of the European Union was opened in Pretoria in May 1994 and is presently located in the Groenkloof area. The European Union through its delegation has partnered with the post-Apartheid South African Government in its pursuit of a better life for its entire people.
It has offices at Greenpark Estates, 27 George Storrar Drive, Groenkloof and employs about
65 staff with several secretariats to support the Delegation's daily works. On monthly average, the Delegation makes photocopy demands of approximately 5000 - 7000 mono copies and 3000 - 4500 colour copies and scanned copies, these monthly averages will vary from month to month and from machine to machine.
More information about the Delegation's activities in South Africa may be obtained from its website http://eeas.europa.eu/delegations/south_africa/index_en.htm
3. Subject of the contract
The subject of the contract is to ensure the EU Delegation has comprehensive Photocopy,
Fax and Scan Services.
The Service Contract resulting from this tender will specify the conditions, unit prices and service fees related to the lease of 3 high speed photocopy/scan (multifunctional) machines, its' maintenance and supply of toner.
4. Place of performance
The place of performance is Pretoria

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5. Technical specifications and standards
High speed devices are defined as output of at least 35 pages per minute (ppm)
All devices proposed must be Energy Saving Compliant
The offered machines must be new (unused) upon delivery – no reconditioned
- machines.
The proposed machines must be the latest available model to ensure availability of spare parts for the duration of the contract.
Have ADF (Automatic Document Feeder)
The supported paper sizes shall be at least A4 and A3 and foresee separate paper trays for them. Every paper tray must be able to contain at least 500 pages.
The machine shall have automatic paper size detection.
Warm up time should be less than 40 seconds
First copy out time should be less than 5 seconds.
Client software and print devices must be compatible with Windows 7.
Scanning output shall be in standard industry formats, Adobe PDF, TIFF and JPEG. It shall be possible to specify the scanning resolution; colour or black/white; PDF, TIFF or JPEG.
Printing output shall only be in black/white with option to select colour
Copy and Printing must be possible in the modes duplex (single – double sided, double sided – double sided, double sided – single) and booklet
Reduction and Enlargement (25% - 400%) must be possible
Staple / Booklet Finisher
Scanning output destination shall be to email/PC
Fax output to email/PC
Space Saving Design
This contract must provide for a same day maintenance response time during normal business hours. If malfunctioning of one of the photocopy/scan machines should persist, the service provider shall replace the machine. If no spare parts are available anymore, the contractor shall replace the model proposed in this tender by a new version with at least the same capacities.
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- Consumables (toners) should be on site within 2 working days of a request for replacement
Cost of consumables (toners) shall be included in the monthly lease price.
Initial training to a limited number of EU Delegation staff must be provided at the beginning of the contract. English manual must be provided.
6. Presentation of tenders
Tenders must be submitted in triplicate, using the tender forms attached, taking account of the following: a) Prices for the service fees must be quoted in :

ZAR in the Price Shedule / Bid Worksheet Form
1
1 See Annex 4

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 denominated in ZAR and be firm and not subject to revision during the performance of the contract;
 calculated free of all duties, tax and dues (the European Union is exempt from all taxes and dues, including value added tax (VAT), pursuant to the provisions of
Articles 3 and 4 of the Protocol on the privileges and immunities of the European
Union;
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The tenderer should specify the monthly lease price per machine, number of free copies/scans/prints and the charge per page for additional copies/scans/prints. Any other charges/fees not explicitly named in the offer will be deemed waived by the candidate.
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In conclusion, service fees mentioned in the Price Schedule / Bid Worksheet Form shall be :
1.
2.
3. fixed and non-negotiable unconditional all-inclusive b) The tenderer's offer must comprise details of :
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Proposed models with detailed specifications;
Total monthly lease price to include user training, maintenance, and all consumables
with the exception of paper in the form of a fixed price
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The warranty terms
Proposed delivery schedule for the machines.
The maintenance specifications to include the response time for repair, scheduled
maintenance and guaranteed uptime.
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Any other useful and relevant information (for example, warm up and first copy out
times)
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In addition to the prospective contractor's own proposal the information sheets at
ANNEX 2, 3 and 4 must be completed
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The bidder who is awarded the contract must execute the European Union Standard
Contract / Order as supplied herewith.
Questionnaires - The tenderer shall complete the questionnaire provided in Annex 2 & 3.
Please use the space provided and provide complete answers. Incomplete answers shall be regarded as non-compliant. Attachments may be used as necessary.
Mandatory Questions – Please take special care with those questions listed as mandatory.
Failure to answer these questions shall result in disqualification of the bid. Should you experience difficulty with these questions please contact the Head of Administration on
Delegation-S-Africa-HOA@eeas.europa.eu
for more information. Answers will be given to all bidders. This shall not be grounds for an extension of time to complete a proposal.
General Questionnaire - The general questionnaire is attached as Annex 2. This document requests general information about your company and need only be filled out once.

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Technical Questionnaire & Price Schedule / Bid Worksheet Form - The technical questionnaire is attached as Annex 3. One of these must be submitted for each proposed model. d) The tender must be signed and dated. e) The forms to be filled in by the tenderer may not be altered in any way.
Submission of a tender implies that the tenderer:
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Does not fall in any of the situations that are part of the exclusion criteria or that constitute a conflict of interest. The tenderer, and the Main Agent, if applicable shall sign the Declaration of honour on exclusion criteria, selection criteria and absence of conflict of interest (Annex 4) for this purpose
 accepts all the terms and conditions governing the order at Annex 5 to this specification;
 waives its own terms and conditions.
Period of validity of the tender: three months from the deadline for the submission of tenders.
Documents to be submitted:
6.1 Documents constituting the financial bid (to be placed in the ‘financial bid’ envelope): i) The price schedule/Bid Worksheet Form, duly completed;
6.2 Documents constituting the technical bid (to be placed in the ‘technical bid’ envelope): i) General Questionnaire ii) Technical Questionnaire & Price Schedule /Bid Worksheet Form ;
If any of the documents listed in points 6.1 and 6.2 are missing or incomplete, the tender will be judged not to conform to requirements and will be rejected, subject to the application of Article 148(3), of the implementing rules of the
Financial Regulation applicable to the general budget of the European Union;

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7. Award criteria and non-compliance of tenders
Award Criteria : The Delegation shall award the contract to the bidder offering the specified equipment, consumables, and maintenance to the "best price" offer (total price specified in
Annex 3)
Only those tenders that fulfil all the minimum technical criteria will be considered for the award of the contract.
8. Specific contract implementation procedures
8.1 Preliminary meeting, preparatory visit
After the award but before the signature of the Service Contract, the selected Service
Provider may be required to present and demonstrate the capabilities of the machines offered in the tender to the EU Delegation representative to ensure that they meet the minimum criteria.
8.2 Implementation reports: documents and certificates of conformity
N/A
8.3 Acceptance of documents
N/A
8.4 Performance requirements
The Service Provider will have to implement the Service Contract according to the conditions offered in this tender and agreed upon in the Service Contract. Failure to do so can lead to the termination of the Service Contract
8.5 Prices
The prices specified in the price schedule / Bid Worksheet Form, as an annex 3 of the
Service Contract are fixed, unconditional and all-inclusive for the service it relates to for the period of validity of the Service Contract
8.6 Price revision
Price of service fees and rental fees are fixed and cannot be revised
8.7 Place of delivery and transport
Delegation of the European Union to South Africa
Greenpark Estates
27 George Storrar Drive
Groenkloof, Pretoria

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8.8 Implementation period
The Service Contract will be implemented for an initial period of 3 years and renewable 1 time for 1 year for a total maximum of 4 years.
8.9 Maintenance
The Service Provider shall do regular maintenance of the leased machines to guarantee optimal functioning.
8.10 Guarantees
Optimal functioning of the leased machines shall be guaranteed at all times during the implementation period.
8.11 Penalties
N/A
8.12 Terms of payment
The payment modalities will be the ones specified in article I.4.1 of the Special
Conditions of the Standard Service Contract.
The interim payments shall be monthly
8.13 Performance guarantee
N/A
9. Other information (acceptance, use of languages, etc.)
Tenders shall be presented in a way in which insures the integrity of the original tender.
Tenders as well as all correspondence and documents relating to the tender and/or an insurance contract shall be made in English
10. Payments
Payments can only be made in ZAR
The contractor shall invoice the Delegation for its services on a timely basis.
The invoice shall clearly identify the cost of the services and VAT charged.
Exemption from duties and taxes are applied under the Headquarters Agreement, the Vienna
Convention Diplomatic Relations of 18 April 1961 and/or other agreements.

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The Delegation shall pay for the contractor's services by EFT (electronic funds transfer) within 30 days of receipt of the invoice. In order to allow the Delegation to make payments, as indicated in the standard contract, which makes part of this call for tenders, the contractor will be obliged to timely submit to the Delegation properly completed accounting forms
(Legal Entity Form (LEF) and Bank Account File (BAF)). The templates are attached as
Annex 6