Supply of Multi-functional Device Printers & Hybrid Mail Services

The Vale of Glamorgan Council is seeking expressions of interest from qualified suppliers for the provision of Multifunction Devices (MFDs) and a Hybrid Mail Solution. This notice serves as a Prior Information Notice (PIN) to inform potential suppliers of the forthcoming procurement opportunity and to invite preliminary market consultations.

The Council requires a comprehensive solution that includes:

Supply, Installation, and Maintenance of Multifunction Devices (MFDs):

Devices capable of printing, copying, scanning to cloud.

Integration with the Council’s existing IT infrastructure.

Secure printing and document management features.

Energy-efficient models with minimal environmental impact.

Effective reporting technology to help identify cost effective printing and digital communication.

Scalable solution based on future requirements to adjust physical office locations.

Hybrid Mail Solution:

Software and services for processing and sending mail electronically and physically.

Secure and compliant with data protection regulations.

Cost-effective and efficient for both low and high-volume mail.

Integration with existing Council systems including Capita Academy and Oracle Fusion

The procurement seeks to assist with the following key objectives:

Improve operational efficiency

Reduce costs associated with document handling and mailing.

Enhance security and compliance with data protection standards.

Support sustainability goals through energy-efficient and environmentally friendly solutions.

The Council is conducting a preliminary market consultation to gather information on the available solutions and to understand the capabilities of potential suppliers. Interested parties are invited to participate in this consultation by providing detailed information on their products and services.

Suppliers who wish to express their interest and participate in the market consultation should provide the following information:

Company name and contact details.

Overview of relevant products and services.

Experience and references from similar projects.

Indicative pricing models.

Any additional information that demonstrates the supplier's capability to meet the Council’s requirements.