Request for Proposal (RFP)

Supply, Installation, and Maintenance of Shared Network Multifunction Devices with Secure Print Release and Student Print Quota Management System

Lerotholi Polytechnic
Moshoeshoe Road, Maseru, Lesotho

1. Introduction and Background

Lerotholi Polytechnic (hereinafter referred to as “the Polytechnic” or “LP”) is a public technical and vocational education and training institution located in Maseru, Kingdom of Lesotho. The Polytechnic provides technical, vocational, and continuing education programmes across multiple schools and administrative departments.

The Polytechnic invites eligible qualified vendors to submit quotations on a leasing terms for the supply on a leasing terms, installation, configuration, and ongoing maintenance of a shared network printing infrastructure across eight (8) identified buildings, together with an integrated student print quota management system that enables students to purchase prepaid print credits and release print jobs at shared multifunction devices (MFDs) using a unique password as a PIN.

2. Objectives

The objectives of this procurement are to:

• Deploy one (1) shared network multifunction device (MFD) in each of the eight (8) identified buildings.
• Enable secure PIN-based print release for all staff users, ensuring printed documents are only released when the authorised user is physically present at the device.
• Implement a student print quota management system that allows students to purchase prepaid print credits and print on dedicated student MFDs deployed in accessible shared areas, separate from staff devices.
• Provide students with a convenient channel to top up their print credit balance at an institutional cashier or student finance counter.
• Establish a fully managed service arrangement that includes toner, parts, maintenance, and operator training.
• Provide management with usage reporting tools to monitor print volumes by user, department, and building.

3. Bid submissions must meet all the conditions indicated below, failure to comply with conditions 3.1 (a), 3.1 (b) and 3.2 (e) will lead to disqualification:

3.1       General terms and conditions

1. Valid Tax Clearance Certificate.
2. Valid Traders Licence.
3. VAT registration certificate (where applicable).
4. Company Profile.
5. The submission shall include three (3) references where similar assignment(s) were undertaken and should specify full names of client companies, the contact person(s), their email addresses and telephone numbers. All references will be contacted for further information on those assignments.
6. Lesotho laws SHALL be applicable.
7. Late submissions shall not be accepted.

Completed tender documents (1 original and 4 copies) in sealed envelopes bearing no identification of the tenderer, clearly marked “Tender No: LP/ADM/03/2026 Leasing of Shared Network Multifunction Devices ” as per instructions in the tender documents and addressed to:

THE PROCUREMENT MANAGER

LEROTHOLI POLYTECHNIC

P.O. BOX 16

MASERU

ATTENTION Procurement Manager,

must be deposited in the Tender Box situated in Administration II Foyer, on or before Friday 03 July 2026 at 12:30p.m. Tenders will be opened same day at 14:00hrs at the Administration I Block Conference room, in the presence of the Tenderers or their representatives who choose to attend.

LP reserves the right to accept or reject any tender in whole or part without giving reasons for its decision.

Further information, scope of work and specifications can be obtained at the following address during office hours

Email: procurement@lp.ac.ls

Tel: +266 22324402

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