These are our top 5 tips to run a further competition for multifunctional devices

Published 27 September 2019

Last updated 11 March 2020

You have determined your need for a Multifunctional Device (or a number of devices) for your organisation and have looked through the documents on the RM3781 agreement, but are still not sure how to run a further competition and what information to include.

A further competition simply means you run a competition, between a set of pre-qualified suppliers, to find the best option for you.

Top 5 tips for what to include:

Tip 1: Consider pre-engagement as part of the bid process

This can be beneficial as you can get a feel for how suppliers will respond to your competition and it allows for the opportunity to get information from suppliers that you may not have considered.

Tip 2: Have the most up to date information to hand, regarding your print infrastructure

This will help suppliers fully understand your current situation.

  • how is your organisation structured?
  • how many locations and buildings do you have?
  • is this likely to increase or decrease over the contract?

Get an audit report from your existing supplier – this will help you to review your requirements

  • how many devices do you have?
  • how are they being used?
  • how many users do they have by type?

Tip 3: Provide as much detail around your specific requirements as possible

  • number and type of assets in scope (for example photocopiers, MFDs, desktop printers)
  • network infrastructure (for example locations of servers, active directory, security standards)
  • include dimensions of print areas or devices
  • include print management licenses/certificates

Tip 4: Include a section on innovation

Bidders can list areas of their proposal which are innovative or differentiators.

Tip 5: Keep pricing appendices as simple as possible

Including this information upfront in your tender documents will hopefully reduce the number of clarification questions you may receive.  However, if you find you still receive some questions, answer these quickly and in as much detail as possible, this will help to meet the deadlines of the bid process.

Allow as much time as possible for bidders to return the completed tender.  As a general rule, we recommend you allow between 4 to 8 weeks for suppliers to prepare their responses, dependent upon complexity.

Learn more

To get started take a look at the Multifunctional Devices page.

Got a question?