OpenSuppliesEuropeanOpenGreen
EU procurement for the rental and maintenance of printers, MFPs and reprographic machines and the supply of print management software
Sovon · Open · 1 lots · 414740
4
4 of 6 core insights found
Measures presence, not accuracy · documents remain authoritative
ScopeAdvicePoints of attentionSuitability requirementsAward criteriaTimeline
Type
Supplies
30121300 · Reprographic machines
Estimated value
Not published
To deadline
-57d
Apr 20, 2026 · 12:00
Knock-outs
n/a
exclusion grounds
Award basis
Best price-quality ratio
Assess manuallyconfidence moderate
The assignment concerns the rental, maintenance, and supply of new printers, MFPs, and reprographic machines including SAAS management software for Sovon and Jan Arentsz. Very strict requirements apply to print quality, equipment availability, and the speed of service and delivery of consumables.
Supplies · Open · European procedure
Sustainability countsEuropeanComplete timeline
CharacteristicsCPV 30SuppliesEU tenderGreen / SPP
01What is being requested
Rental and maintenance of brand new printers, MFPs, and reprographic machines, including the supply of web-based fleet management software (SAAS) and the associated print management software for the various locations of the contracting authority.
The objective of this procurement is to optimally meet the need for printing, copying, and scanning via the printers, MFPs, and reprographic machines of the Contracting Authority to support the provision of excellent education. The Contracting Authority wishes to achieve this goal through an EU procurement following an open procedure. This procurement shall lead to as uniform as possible service provision, pricing, expiration date, and terms and conditions for the Contracting Authority. [newline] SOVON and Jan Arentsz are jointly bringing this public contract to the market. The objective of t
1EU procurement for the rental and maintenance of printers, MFPs and reprographic machines and the supply of print management software—
02Strategic insight
Strategic insight · AI analysis
<ul Ensure print quality that remains consistent not only on an optimized showroom model, but also in practice and throughout the first year. Precisely configure the fleet management software to the technical infrastructure (Azure, Windows, Mac, Chromebook) to guarantee seamless integration. Take into account the strict availability and recovery times, as downtime due to a shortage of supplies is directly counted as a malfunction.
03Points of attention
Important · 8
Print quality: The quality must be constant and acceptable during the acceptance test, implementation, and the first contract year in accordance with the submitted bid.Important
Availability: A guaranteed availability of 98% for MFPs and 95% for reprographic machines applies.Important
Recovery time: All machines must be repaired within 8 working hours after notification by the service desk.Important
Software: The management application must be a SAAS solution, web-based, and support proactive supplies replacement notifications.Important
Security: Hard drives must always be protected via encryption and data must be transported via (https) secured connections.Important
Acceptance test: In the event of an unacceptable negative change in work processes during the acceptance test, the solution may be rejected.Important
Delivery time consumables: Ordered consumables must be delivered within two working days.Important
Default: If the restoration of print quality takes longer than 2 months, the contracting authority may extrajudicially terminate the framework agreements.Important
04Exclusion grounds
Exclusion grounds — consult the ESPD
- No specific exclusion grounds were extracted. In a European tender, the mandatory and discretionary grounds of art. 2.86/2.87 of the Dutch Procurement Act almost always apply — check the European Single Procurement Document (ESPD).
05Process & timeline
Initial full delivery
maximaal 40 werkdagen na besteldatum
Addition of machines and software
binnen 15 werkdagen na het eerste verzoek
Return of machines
binnen 10 werkdagen na eerste verzoek
06Value in context
Estimate not published
The contracting authority did not publish an estimated value — common for a large share of contracts. The EU threshold for leveringen is € 221.000, for reference.
07Likely competitors
#Likely bidderFitWins
1Canon Nederland N.V.SME100102×
2ARP Nederland B.V.SME100118×
3Konica Minolta Business Solutions Nederland B.V.SME10041×
4Lyreco Nederland BVSME9956×
5Bechtle direct B.V.SME9886×
6Odin Onderwijs B.V. h.o.d.n. CloudwiseSME96165×
08Tender documents
Bijlage 10 Bestelformulier - SOV26MFPREPxlsxMar 7, 2026 · 304 KB
Bijlage 5 Begrippenlijst - SOV26MFPREPpdfMar 7, 2026 · 147 KB
Testdocument 2 - SOV26MFPREPpdfMar 7, 2026 · 579 KB
Formulier A Uniform Europees Aanbestedingsdocument SOV26MFPREPpdfMar 7, 2026 · 513 KB
Bijlage 12b Beoordelingsformulier interface - SOV26MFPREPxlsxMar 7, 2026 · 631 KB
Bijlage 7 Waardes per gunningscriterium - SOV26MFPREPxlsxMar 7, 2026 · 367 KB
Aanbestedingsdocument - SOV26MFPREPpdfMar 7, 2026 · 515 KB
Bijlage 6 Kwaliteit - SOV26MFPREPpdfMar 7, 2026 · 210 KB
Bijlage 12c Beoordelingsformulier open vraag SOV26MFPREPxlsxMar 7, 2026 · 625 KB
Bijlage 8 Checklist - SOV26MFPREPdocxMar 7, 2026 · 292 KB
Testdocument 1 - SOV26MFPREPpdfMar 7, 2026 · 74 KB
Formulier B Referenties - SOV26MFPREPdocxMar 7, 2026 · 298 KB
09Legal themes that may be relevant here
Advies 59> Meervoudig onderhandse aanbestedingsprocedure met betrekking tot een opdracht voor de levering van postdiensten en bezorging. InAdvies 43> Europese openbare aanbestedingsprocedure voor de levering van multifunctionals/printers en repro-werk en de daaraan gerelateerdeAdvies 48> Europese niet-openbare procedure voor werktuigkundige en elektrotechnische installaties van de nieuwbouw van een multifunctionelAdvies 53> Europese openbare procedure voor een overheidsopdracht tot het verrichten van diensten bestaande uit (dagelijks en periodiek) scAdvies 243> Meervoudig onderhandse procedure. Dat de aanbestedende dienst met een SaaS (Software as a Service) oplossing besparingen zou kun
10Frequently asked questions
Which suitability criteria must a bidder meet?
Bidders must have demonstrable experience in supplying, maintaining, and offering print management software for similar organizations.
What mandatory documentation is required regarding data protection?
Bidders are required to accept the signing of a Data Processing Agreement (Annex 11).
What are the requirements for the offered fleet management software?
The contractor must provide a web-based SAAS solution that is workable via a browser and with which the entire printer fleet can be managed.
What instructions and training must be provided for the users?
Dutch-language instruction must be provided, including a 'train-the-trainer' course of a maximum of 2 sessions (4 hours per session) and software training for at least 4 persons on location.
Automatically compiled from the official tender data and documents.
11Estimated value versus the market
p25
€ 84K
€ 84K
median
€ 330K
€ 330K
p75
€ 1,0 mln
€ 1,0 mln
deze opdracht
Gegunde waarden in CPV 30 · leveringen n=1263