Large Format Printer for National Defence

GSIN categories

Normalized category

Executive summary

Shared Services Canada is seeking a large format printer (plotter) to support the Real Property Operations Unit (West) Drafting and Geographic Information Systems unit at National Defence Denwood, AB. The device must print in black and white only using toner (not ink), handle automated multi-roll feed systems (minimum 4 rolls of 36-inch/914mm width and 100+ feet length), and include built-in colour scanning capabilities. The requirement encompasses supply, delivery, installation, software licensing, training, and comprehensive 5-year Next Business Day (NBD) on-site maintenance with 95% minimum availability. The procurement is subject to the Canada Free Trade Agreement (CFTA) and includes a Pre-Bid Compliance Check Process (PCCP) for technical feedback before final submission.

Mandatory requirements

1. 01Device must print black & white only (A1.1)
2. 02Device must use toner, not ink (A1.2)
3. 03Fully automated feed system capable of handling minimum 4 paper rolls (A1.3)
4. 04Device must handle rolls: 36 inches/914mm wide, greater than 100 feet/30.48m, with 3-inch cores (A1.4)
5. 05Network capable (Windows network/remote server) with proper network cable connection (A1.5)
6. 06Ability to print from USB (A1.6)
7. 07Minimum 600 x 1200 dpi print resolution or higher (A1.7)
8. 08Accept minimum file formats: PS, EPS, PDF, TIFF, JPG (A1.8)
9. 09Capable of scanning colour charts/documents up to 36 inches/914mm at 600 x 600 dpi or higher (A1.9)
10. 10Minimum scanning capability: USB, Shared Drive, Personal Drive (A1.10)
11. 11Media tray must be front-loaded (A1.11)
12. 12Onboard colour scanner, not separate unit (A1.12)
13. 13Delivery and installation including unpacking, assembly, movement resources, floor protection, all connectors/cables/accessories (A2.1-A2.3)
14. 145-year on-site Next Business Day (NBD) warranty with break/fix and parts replacement within 2 business days (A3.1)
15. 15All software required for equipment operation included at no extra cost (A4.1)
16. 16Software installations/upgrades performed by contractor (A4.2)
17. 17Perpetual software lease for contract duration (A4.3)
18. 18Software re-installation and configuration at no additional cost (A4.4)
19. 19Operating System compatibility: Windows 10 or above (A4.5)
20. 20OEM Certification from Original Equipment Manufacturer signed by OEM (not bidder) confirming authorization to provide and maintain hardware
21. 21Compliance with all mandatory technical specifications in Annex A
22. 22Bid Submission Form (Form 3) completed and signed
23. 23OEM Certification Form (Form 2) from OEM signatory
24. 24Integrity Form (Form 1) completed
25. 25SCSI Vendor Submission Form (Form 4) with IT Product List and Ownership Information
26. 26Substantiation of Technical Compliance (Attachment 4.1) demonstrating compliance with each mandatory requirement
27. 27Financial bid in accordance with Annex B - Basis of Payment
28. 28Bid validity period: minimum 60 calendar days from solicitation closing date
29. 29Acceptance of all terms and conditions in Part 7 (Resulting Contract Clauses)
30. 3095% minimum equipment availability on monthly basis during Principal Period of Maintenance (PPM: 08:00-17:00 ET, Monday-Friday, excluding statutory holidays)
31. 311-hour response to service calls, technician on-site within 24 hours, problem resolution to 80% capacity within 24 hours
32. 32Provide written service reports with specified information (contract number, client name, dates, times, downtime, reason for call, equipment type/serial, actions taken, technician signature)
33. 33Delivery within 30 Federal Government Working Days of contract award
34. 34No blank prices in financial bid; insert '$0.00' for non-applicable items or inclusion in other prices
35. 35No contingency on exchange rate fluctuation
36. 36Customs duties and import tariffs identified and included in bid price
37. 37Code of Conduct certification (Section 01 of PSPC 2003 Standard Instructions)
38. 38Federal Contractors Program (FCP) employment equity certification confirming not on 'Limited Eligibility to Bid' list
39. 39List of current directors (for incorporated bidders) or owner names (sole proprietorship/joint venture)
40. 40Pre-Bid Compliance Check Process (PCCP) deficiencies must be addressed in final bid submission

Suggested win themes

1. —Supply Chain Transparency & National Security: Emphasize clean, well-documented supply chain with no high-risk jurisdictions. Highlight robust cybersecurity practices, product traceability, and proactive vulnerability management aligned with Canadian national security interests.
2. —Service Excellence & Reliability: Demonstrate track record of exceeding 95% availability on similar equipment. Showcase dedicated on-site support team, spare parts inventory, predictive maintenance protocols, and proven ability to meet aggressive response times (1-hour, 24-hour). Offer optional service enhancements.
3. —OEM Partnership & Commitment: Present strong letter of support from OEM confirming long-term commitment to parts availability, software updates, and support throughout 5-year contract. Emphasize OEM's investment in Canadian operations and service infrastructure.
4. —Total Cost of Ownership & Value: Provide transparent pricing breakdown showing competitive hardware cost combined with high-value maintenance package (software included, training included, preventive maintenance included). Demonstrate long-term cost predictability with no surprise escalations.
5. —Operational Readiness & Local Presence: Show existing Canadian operations with warehouse, technical staff, and service centers positioned to deliver rapid response. Highlight relationships with National Defence or other federal clients, knowledge of Denwood AB facility, and ability to integrate seamlessly with client workflows.