Before running a further competition you should have accurate and up-to date information regarding your print infrastructure, to ensure suppliers can understand your current situation and accurately respond to the invitation to tender. As a minimum this should include;
- Organisational structure (number of locations, buildings etc.)
- Number of users and type (office, mobile or homeworkers)
- Annual print volume (colour and mono)
- Existing lease agreements, break-fix contracts or desktop services
- Number of assets in scope and type (photocopiers, MFDs, desktop printers, faxes, scanners etc.)
- Current spend
- Network infrastructure (number and location of servers, active directory, security standards etc.)
Print audits can help customers better understand their existing position and the data produced as a result of an audit can be used to develop future printing strategies.
Other tips include;
- Keep the pricing appendices as simple as possible as many are overly complicated and can lead to errors in completion, thus mismarking upon return.
- Give as long as long as possible to responders to return the completed tender, the greater the period between posting to tenderers and deadline will allow a better response, especially when the tender changes dynamic after clarifications.
- Answer Clarifications swiftly and in as much detail as possible as this will assist in meeting the deadlines and assist in the response being as relevant as possible.
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