PROVISION OF MANAGED PRINTING SERVICES AT THE UNITED NATIONS OFFICE AT NAIROBI (UNON)

The The United Nations Office at Nairobi (UNON) invites suitably qualified firms to submit their Expression of Interest (EOI) to participate in the upcoming competitive bidding exercise for the provision of managed printing services for the United Nations office at Nairobi (UNON) and participating UN Agencies. Staff members of the United Nations Offices at Nairobi (UNON), United Nations Centre for Human Settlements (UN HABITAT), United Nations Environment Programme (UNEP) and other UN agencies based at the UNON Gigiri compound frequently require the provision of managed printing services for official use. The estimated number of printers required as part of the bidding process include about 100 printing machines (70% intended for colour printing & 30% black and white). This number of printing machines may vary, depending on the demand for these services. Following contract expiry, all equipment and printing machines shall be returned to the awarded contractor. The contractor should possess the necessary facilities, corporate governance policies, qualified management team and be able to perform the desired services under the terms and conditions as set forth here under. The scope of works includes the following: • Provision of multifunction network printing devices across three performance categories (medium-, high-, and production-volume) that are in excellent working condition, incorporate the latest digital document technologies, and meet all functional and performance specifications outlined by UNON. • Cost-effective and scalable leasing options aligned with UNON’s operational requirements and budget, including transparent pricing models and predictable costs. • Automated billing and usage reporting through a centralized, cloud-based print management server, with the flexibility for manual meter readings upon request by UNON. • Close collaboration with UNON to continually assess printing needs and optimize fleet deployment, ensuring that solutions are client-centric, cost-efficient, and support the organization’s minimum carbon footprint policy. • Enforcing default duplex printing and minimize color usage across all UNON offices in alignment with global environmental sustainability standards. • Maintaining and enhancing secure pull-printing and scanning features, leveraging badge authentication to ensure user access control, document confidentiality, and secure workflows. • Implementing color usage controls at group or departmental levels, enabling centralized enforcement of printing policies. • Compliance with ENERGY STAR® and other international environmental standards aimed at reducing paper and power consumption across all devices. • Provision of energy consumption statistics per device, and aggregated data for the entire fleet or segments thereof, to support UNON’s environmental performance tracking. • Established local presence in Nairobi, including a dedicated on-site technical support team, capable of delivering prompt maintenance, break-fix services, and proactive issue resolution throughout the contract period. • Delivery of comprehensive training to end-users and system administrators on the efficient, secure, and environmentally responsible use of the hardware and software solutions provided. • Provision of short-term rental devices as needed to support temporary high-volume printing requirements during major UN conferences, meetings, or events. The contract resulting from a tendering exercise that will be undertaken subsequent to this REOI is anticipated to be awarded for an initial period of three (3) years with the option to extend for additional two (2) years. Specific Requirements/Information IMPORTANT: Please note that this REOI is not an invitation for submission of tenders. Its purpose is to identify companies that would be interested and eligible to participate in the solicitation when issued. UNON reserves the right to change or cancel the requirement at any time during the EOI and/or solicitation process. Thus, submitting a reply to this Request for EOI does not automatically guarantee your company will be considered for receipt of the solicitation when issued. Vendors that are deemed qualified upon completion of an objective evaluation of their EOI submission will receive the final tender solicitation documents.