Lease of 2 Multi-Functional Printers

Background Information

About CARE in Timor Leste
CARE is an international development and humanitarian organization that has been working in Timor-Leste since 1994. With programmers that extend across all parts of the country, CARE works with partners to save lives, defeat poverty, and achieve social justice. CARE works with remote, rural communities and civil society partners to combat gender inequality, as this has been shown to be one of the most effective ways to create sustainable development outcomes.

Ensuring well-being and a voice for women and girls in rural, disadvantaged areas is at the heart of CARE's work. This is achieved in four priority areas of Education, Women's Economic Empowerment, Health, and promoting Women's Voice in society through development and humanitarian programmes.

About the Project

CARE in Timor-Leste requires leasing of 2 heavy duty multi-functional printers at the office located at Rua Travessa Hali Mesak Fomento. The Terms of Reference sets out the requirements and conditions for the lease service and invites qualified suppliers to submit bids.

Objective

To engage a qualified supplier to provide, install, and maintain 2 heavy duty multi-functional printers under a lease agreement for a period of 12 months, renewable subject to satisfactory performance and mutual agreement.

Scope of Services

The supplier shall be responsible for:

• Supply, delivery, and installation of the photocopier at the CARE's office, including network configuration and connection to office computers.
• Provision of all consumables including toner (all colors), drums, and spare parts. Paper shall be provided by CARE.
• Preventive maintenance at least (monthly/quarterly) and corrective maintenance as required.
• On-site repair response within 24 hours of a service call; provision of a replacement machine of equivalent specification if repairs exceed 48 hours.
• Configuration of scan-to-email and PIN code / secure print authentication for all staff during installation, in coordination with the CARE'S IT focal point. If the optional Azure / Entra ID integration is selected, its configuration shall also be included.
• Basic user training for office staff upon installation.
• Removal of the machine at the end of the lease period at no additional cost.

Supplier Qualification

• Legally registered business with valid trade license / registration certificate.
• Minimum two years' experience in photocopier rental or managed print services.
• Authorized dealer or service partner of the offered brand (preferred).
• At least three references from current or past clients with similar arrangements.
• Local service capacity to meet the required response times.

Bid Requirements

Interested Vendors should submit:

• Completed price schedule form for Option A and/or Option B.
• Company profile
• Brand, model, and detailed technical specifications (brochure/datasheet).
• Company registration documents and references.
• Proposed maintenance and service arrangements, including response times.
• Quotation validity period of at least 60 days.

How to Apply

For more information about the service provision, please visit this link and for bid price please fill up the form in this link.

Bids shall be submitted to [email protected] no later than Friday 18th August 2026 at 17:00 Timor Leste Time.

Note: Late submissions will not be accepted.