172S/2025/26 – Printer and Plotter Maintenance** tender is a procurement

The **172S/2025/26 – Printer and Plotter Maintenance** tender is a procurement issued by the **City of Cape Town** to appoint a qualified service provider to carry out **maintenance and repair services for printers and plotters** that are no longer covered by manufacturer warranties. The purpose of this tender is to ensure that essential printing equipment across municipal departments remains functional and reliable, minimising downtime and supporting the City’s administrative and operational needs.

### **Purpose and Background**

Printers and plotters are critical to daily administrative tasks in many municipal departments. They are widely used for printing documents, reports, planning diagrams, technical drawings, permits, and other official materials required by City staff and the public. Over time, equipment experiences wear and tear, technical faults, or component failures, especially once the original warranty expires. Without proper maintenance and timely repairs, this can lead to inefficiencies, increased costs, and interruptions in administrative workflows.

To address this challenge, the City of Cape Town has issued the **172S/2025/26 tender** to ensure that qualified technicians and service teams are available to maintain and repair out‑of‑warranty printers and plotters on demand.

### **Scope of Work**

The scope of this contract covers a range of **maintenance and repair services for printers and plotters** used across municipal facilities. This includes:

* **Inspection and diagnosis** of technical faults affecting printing performance.

* **Mechanical and electronic repairs**, including fixing malfunctioning internal components.

* **Replacement of worn or defective parts**, such as rollers, printheads, belts, circuit boards, sensors, and other mechanical or electronic elements.

* **Routine servicing and preventative maintenance** to reduce unexpected breakdowns.

* **Cleaning and calibration** of devices to ensure accurate print quality.

* **Technical reporting**, detailing work performed, components replaced, and future maintenance recommendations.

The supplier must be capable of servicing a variety of printer and plotter brands and models, including office printers as well as large‑format plotters commonly used in technical and engineering departments.

### **Clarification and Tender Process**

Prospective bidders are offered the opportunity to participate in a **non‑compulsory online clarification meeting** prior to submission. This allows interested parties to ask questions, seek clarification on technical requirements, and better understand the operational expectations of the contract.

The tender has a clearly stated **closing date and time**, after which no further submissions will be accepted. Bids will be evaluated by the City’s procurement team based on compliance, technical capability, pricing, and overall suitability to deliver the services required.

### **Eligibility and Requirements**

To be eligible for consideration, bidders must demonstrate relevant experience and capacity in the **repair and maintenance of printing equipment**. Suitable technical service providers include companies specialising in:

* Printer and plotter maintenance services.

* Office equipment support and repairs.

* On‑site technical service for document output systems.

Bidders will also be required to provide standard municipal procurement documentation, including company registration details, tax compliance status, and proof of technical capability.

Providers with experience servicing a diverse range of printer and plotter models and brands are particularly well positioned to submit competitive bids. The City may also consider factors such as turnaround time for repairs, availability of spare parts, and after‑service support when evaluating bids.

### **Importance of the Tender**

Ensuring that printers and plotters function effectively is important for efficient municipal operations. When equipment fails, administrative tasks can be delayed, resulting in slower service delivery to the public and potential backlogs of important documentation.

By appointing a dedicated service provider through this tender, the City of Cape Town aims to:

* **Reduce downtime** associated with equipment failures.

* **Extend the lifespan** of older printing equipment.

* **Improve service reliability** for staff dependent on printing resources.

* **Manage long‑term costs** through preventative maintenance and timely repairs.

### **Conclusion**

The **172S/2025/26 Printer and Plotter Maintenance** tender represents a strategic investment in maintaining critical office infrastructure within the City of Cape Town. It provides a structured way to ensure that printing equipment remains functional and reliable beyond warranty periods, supporting administrative efficiency and enabling staff to perform their duties without interruption. Qualified technical service providers with experience in printer and plotter maintenance are encouraged to submit proposals that demonstrate capability, competitive pricing, and reliable service delivery.