All-in-one Multifunction Printer (MFP)

The supplier is expected to provide one All-in-One Multifunction Printer (MFP) that consolidates the functionality of a printer, copier and scanner into one machine at the location of the Goethe-Institut South Africa. The Goethe-Institut has its offices at 119 Jan Smuts Avenue, Parkwood 2193, Johannesburg. The desired machine must fulfill the following requirements:

The proposal must reflect the following:

On average the Goethe-Institut print the following amount of pages per month:

The duration of the contract is determined by the following conditions:

Whichever condition is reached first, will determine the duration of the contract.
The proposal must reflect a pricing that will be valid and binding for the full duration of the contract period.

In your proposal, please confirm (proof and supporting documents may be required at a later stage):

This is a non-exhaustive list and you are invited to add any additional information that you consider we should know.

• The MFP must have a height that is convenient for a person of average height to use.
• Installation at the premises of the Goethe-Institut.
• Lightening protector.
• Initial equipment with original toner supplier units (1x black, 1x cyan, 1x magenta, 1x yellow)
• Must be able to print the sizes A4 and A3 both in black & white and colour
• It will be necessary that the device is setup with individual codes to release prints
• A monthly service fee which includes:
  • Replacement of toners at no extra fee
  • Toners must be strictly original toners – no exceptions. Providing non-original toners would constitute a reason to cancel any service level agreement.
  • Repair jobs at no extra fee with a 4-Hour response time and next business day resolution
  • MFP loan units to mitigate downtime in case of a breakdown/malfunction
  • Travel, labour, consumables and parts
• A flat rate per page mono
• A flat rate per page colour
• Mono: 2,400
• Colour: 4,400
• Maximum duration will be for two (2) years (24 months) beginning on 01.04.2026 and ending on 31.03.2028; or
• The value of the services charged reach 25,000 Euros (ex VAT, applied exchange rate is according to Goethe-Institut SAP).
• Your core operating hours.
• A single point of contact (name of an individual) incl. telephone number and email address for any queries related to invoices, ordering of toners and requesting repairs.
• Whether you have a „Liability Cover“ for the MFP supplied? Which company is it underwritten by? What is the value of the „Liability Insurance“?
• Is the MFP provided insured by your company and to what value?

• You need to agree to the following
  • Single Point of Contact

    For all invoice or admin related queries, the company must communicate to the Goethe-Institut a single point of contact.

  • Monthly invoices must include
    • Counting of pages printed: start number and end number
    • Date of reading
  • Dealing with invoices

    Invoices must be presented no later than 30 days after the invoice of the previous month was submitted. Invoices sent after more than 30 days will be considered as forfeited i.e. they will be considered paid. Invoices that need to be corrected more than once shall also be considered as forfeited i.e. they will be considered paid.

As part of your proposal, please provide the following information (proof and supporting documents may be required at a later stage):

This is a non-exhaustive list and you are invited to add any additional information that you consider we should know.

• A brief history of your company which should include the following information:
  • Company address
  • Company registration number
  • Tax registration number
  • Number of years the company has been in the business of providing printing solutions and providing MFP
• Provision of a reference list of clients with whom the company has longterm contracts agreements.
• What is your company’s annual turnover/income?

The following criteria are used in the selection process:

• a. Eligibility criteria regarding the company:
  • a. At least five (5) years of experience in providing and servicing All-in-One Multifunction Printers of reputable brands.
  • b. Confirmation regarding the conditions of invoicing.
  • c. Insurance Liability Cover for MFP provided.
  • d. Reference List of long-term clients (served for a minimum of 2 years)
• b. Evaluation criteria:

• Criterion	Weighting
  Monthly Service Fee which must include the following: Replacement of toners at no extra fee. Toners must be strictly original toners – no exceptions. Providing non-original toners would constitute a reason to cancel any service level agreement. Repair jobs at no extra fee with a 4-Hour response time and next business day resolution MFP loan units to mitigate downtime in case of a breakdown/malfunction Travel, labour, consumables and parts	30%
  Price per mono print	5%
  Price per colour print	5%
  No charging for scans	5%
  Environmentally friendly: Low energy consumption	25%
  No tier and minimum billing	10%
  Installation on-site at 119 Jan Smuts Avenue and initial equipment with original toners (1x black, 1x cyan, 1x magenta, 1x yellow)	10%
  Single Point of contact for ALL queries: invoicing, toner replacement and repair/replacement requests	10%

We are looking for a contract for a period of 24 months, starting on 01.04.2026 until 31.03.2028. Interested parties

• Are requested to share via email their intent to submit a proposal by no later than 10.03.2026.
• Can submit questions via email to Nthabeleng Mashiya, Operations Officer at nthabeleng.mashiya@goethe.de by no later than 12.02.2026. These questions and its corresponding answers will be shared anonymously with all parties who declared an intent to submit a proposal by 14.02.2026.
• Are invited to submit their proposals with the subject line „Multifunction Printer for Goethe-Institut 2026-2028“to nthabeleng.mashiya@goethe.de by no later than 19.03.2026 at 14:00 hours. Proposals received after that deadline cannot be considered.
• Accept that no renumeration will be granted for the preparation of the proposal and the documents attached hereto. Proposal and attached documents shall become the property of the Goethe-Institut without entitlement for remuneration.
• Acknowledge that documents submitted by the Goethe-Institut in response to the proposal shall be treated confidentially. No subcontractors are allowed. Non-compliance may result in the proposal not being considered.