TERMS OF REFERENCE
LEASE OF MULTI-FUNCTION AND ENERGY-EFFICIENTNETWORK PRINTERS AND COPYING MACHINESI.

INTRODUCTION

The Department of Tourism (DOT) is mandated as the primary planning, programming,
coordinating, implementing and regulatory government agency in the development andpromotion of the tourism industry, both domestic and international, in coordination withattached agencies and other government instrumentalities.
To effectively perform its mandate, the DOT requires the services of multi-function (printer,scanner, photocopier, and facsimile machine), energy-efficient, high volume colour and blackand white network printer and photocopying machines to be used on daily operation.
Leasing of office Multi-Function Printer/Photocopying Machine (MFP) will produce a smaller
footprint and provide centralized document management, distribution, and production.
II.

OBJECTIVE

To lease multi-function, energy-efficient, high volume colour and black and white network
printer/photocopying machine from a reputable supplier to meet and respond to the needs ofthe DOT Offices for printing, copying, and scanning. Service will be provided based on theterms and conditions stipulated in this TOR.
III.

LEGAL BASIS

The revised implementing rules and regulations (IRR) of Republic Act No. 9184 (RA 9184),
otherwise known as the Government Procurement Reform Act (GPRA), provides that:Section 46. Lease Contracts“The lease of construction and office equipment, including computers,communication, and information technology equipment, are subject to thesame public bidding and to the processes prescribed under the Act andthis IRR. The lease may also cover lease purchases or lease-to-own andsimilar variations.”

IV.

PERIOD OF IMPLEMENTATION

April 01, 2021 to December 31, 2021.
V.

QUALIFICATIONS OF BIDDER
1.
2.

3.
4.

The Bidder must be PHILGEPS registered.
The Bidder must have at least three (3) years of satisfactory performance frompast clients for the past three (3) years and must secure at least 3 certificate ofsatisfactory performance in supply, delivery, installation, testing, andcommissioning of network equipment.
The bidder must be an authorized distributor of the brand being carried or it offers
to be provided.
The Bidder must be capable of providing the thirty-one (33) units of black andwhite multifunction printer/photocopier, and ten (11) units of full-color multi-Page 1 of 5

function printer/photocopier as to technical specification. The required machines
will be accepted at the start of the contract with an umbrella billing scheme.
VI.

SCOPE OF SERVICES

1. The Service Provider shall supply, deliver and install/configure brand new or2.
3.

refurbished units with model years not earlier than 2019 of multi-function
printer/photocopier (MFP) to each user office identified by the DOT.
The Service Provider must complete the installation of all the required units within
two (2) weeks upon receipt of Notice to Proceed (NTP).
In case of service breakdown, the Service Provider, at its expense, shall send aqualified technician to repair the equipment within (2) hours from receipt of notificationfrom the General Services Division (GSD).

4. In the event of faulty equipment or when the equipment needs repair, theServiceProvider
must pull-out
and provide
a replacement orservice unit within the next business day from receipt of an official request thru
telephone, fax or or eMail. The replacement unit or the service unit
must have the same specifications or higher than the original unit.
5. The service provider shall conduct meter readings for all the copiers at the end of everymonth.

6. The Service Provider shall submit to DOT the meter readings for all the copiers after
five (5) working days, subject to DOT verification. The said meter readings shall support
the billing statements. Billing shall be based on the total usage of the thirty-one (33)units of monochrome and ten (11) units of colored multi-function printer. However, nobilling shall commence unless the installation and training with user-acceptance, arecompleted.
7. The Service Provider shall provide the name and contacts of at least two (2) personnel
who shall act as a focal point persons for official communication pertaining to theservices to ensure that there is sufficient back up at all times in case the other person
goes on leave or is unavailable. The focal person shall be available at all times during
official working hours.
8. The Service Provider shall assign a specific person who will be responsible for regularmonthly maintenance of the equipment both in terms of service as well as supply andreplacement of consumables and spare parts, when required.
9. The Service Provider shall deliver the consumables, such as toner, drum, developer,roller, etc. at no cost within 24 hours upon official request by the GSD, thru telephone,fax or eMail at no additional cost. All consumables shall be branded parts and brandnew (not refills).
10. The Service Provider shall provide at least ten (10) sets of consumables for Blackand White MFP/Photocopier and five (5) sets of consumables for colored
MFP/Photocopier upon execution of the contract and replenish the same uponreaching the 30% of remaining stocks/supply.
11. The Service Provider must conduct training for the end-users of the DOT.
12. The Service Provider shall provide well-trained and knowledgeable personnel whowill train the IT, GSD, and other users on how to operate the machine and conduct
basic onsite troubleshooting.
13. The Service Provider shall provide for each copier/printer a quick reference
guide/training module to help on basic troubleshooting issues.
14. Any offer for added feature, material and/or service shall be at no additional cost toprocuring office.

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VII.

TECHNICAL SPECIFICATION
1.

Black and White MFP/Photocopier

Qty
Descriptions
33 units Brand New or Refurbished Black and White Multi-Function
Printer/Photocopier; model year should not be earlier than 2019
Easy User Interface
Must Support Active Directory and Single Sign-On
Must support Document and Data Protection
Atleast 7-inch color LCD touchscreen
Paper size: Short, A4, Legal, Foolscap (8.5”x13”), A6 to A3, A3 max onbypass
Paper Capacity: 100 sheet bypass tray, 500 sheet tray 1 to 4
Paper weight: 55 g/m^2 to 200 g/m^2
Reversing single pass feeder/Duplex Module
Automatic document feeder (ADF)
With paper tray and bypass
Resolution of at least 600 x 600 dpi
Atleast Memory capacity: 2 GB
Atleast HDD Capacity: 250 GB
With electronic sorting
Continuous Copy: up to 999 copies
Gradation: equivalent to 256 levels
Zoom range: 25% to 400%
Print per minute (ppm): min 30 ppm – max 35 ppm
Copy per minute (cpm): min 30 cpm – max 35 cpm
Able to store up to 1000 users
Network colour scanner:
Push Scan
Pull Scan
Scan Speed Maximum 30 Spm
Desktop Application Scanner Utility
Mobile Application Scanner Utility
Able to save the file to different types
Support Ethernet connection (wifi and LAN) through DOT wireless router
Interface port: USB 2.0, 10 Base-T 100Base-TX/100Base-T
Built-in Network printing/scanningHas scanner utility
Scan Destinations: Scan to e-mail/desktop/FTP server/network
folder(SMB)/USB Memory
Supported OS: Windows Server 2008, Windows Server 2008, WindowsServer 2008 R2, Windows Server 2012, Windows Server 2012 R2,Windows Server 2016, Windows 7, Windows 8.1, Windows 10 Mac OS
10.6, 10.7, 10.8, 10.9, 10.10, 10.11, 10.12, 10.13

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Qty

2.

Descriptions
Network protocols: TCP/IP (Ipv4. Ipv6), IPX/SPX (Netware), Ethertalk(Appletalk)
Fax Function capacity

Full-Color MFP/Photocopier

Qty
Descriptions
11 units Brand New or Refurbished Color Multi-Function Printer/Photocopier;model year should not be earlier than 2019
Easy User Interface
Must Support Active Directory and Single Sign-On
Capable of remote device management
Atleast 10.1-inch color LCD touchscreen
Paper size: Short, A4, Legal, Foolscap (8.5”x13”), A6 to A3, A3 max on
bypassPaper Capacity: 100 sheet bypass tray, 500 sheet tray 1 to 4
Paper weight: 60 g/m^2 to 300 g/m^2
Reversing single pass feeder/Duplex Module
Automatic back to back copy/print
Automatic document feeder (ADF)
With paper tray and bypass
Resolution of at least 600 x 600 dpi
Atleast Memory capacity: 5 GB
Atleast HDD Capacity: 500 GB
CPU Processor: 1.8 Ghz
With electronic sorting
Continuous Copy: up to 999 copies
Gradation: equivalent to 256 levels
Zoom range: 25% to 400%
Print per minute (ppm): min 30 ppm – max 35 ppm
Copy per minute (cpm): min 30 cpm – max 35 cpm
Able to store up to 1000 users
Network colour scanner:
Push Scan
Pull Scan
Scan Speed Maximum 80 Spm
Desktop Application Scanner Utility
Mobile Application Scanner Utility
Able to save the file to different types
Support Ethernet connection (wifi and LAN) through DOT wireless router
Interface port: USB 2.0, 10 Base-T 100Base-TX/100Base-T
Built-in Network printing/scanningHas scanner utility
Scan Destinations: Scan to e-mail/desktop/FTP server/network
folder(SMB)/USB Memory

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Qty

Descriptions
Supported OS: Windows Server 2008, Windows Server 2008, WindowsServer 2008 R2, Windows Server 2012, Windows Server 2012 R2,Windows Server 2016, Windows 7, Windows 8.1, Windows 10 Mac OS
10.6, 10.7, 10.8, 10.9, 10.10, 10.11, 10.12, 10.13
Network protocols: TCP/IP (Ipv4. Ipv6), IPX/SPX (Netware), Ethertalk(Appletalk)
Fax Function capacity

VIII. BUDGETThe Approved Budget of the Contract is Three Million Fifty-Five Thousand Six Hundred ThirtyFive pesos (3,055,635) for the period 1 April to 31 December 2021.
Source of funds: ASPM-GAE for FY 2021

IX.

PAYMENT PROCEDURE: Government Procedure.

X.

CONTACT PERSON

MR. ROLANDO A. BAUTISTA
Chief, General Services Division
Department of Tourism
Tel No: 459-5200 to 30 local 110
Telefax: 890-0189

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