1. Background

Gratia Christian College is expanding to a new Mei Foo Sun Chuen campus (MF Campus), alongside the existing Shek Kip Mei campus (KC Campus). Over 5 years, the college will grow to 1,000 students and 100 staff. This requires a unified printing solution supporting:

• Multi-campus operations
• Diverse client OS environments (Windows, macOS, HarmonyOS)
• Sustainability goals
• Centralized management from KC Campus

2. Scope of Services

A. Software & Infrastructure

• Server: PaperCut MF (latest version) on Linux (Ubuntu 22.04 LTS+) hosted at KC Campus
• Network: KC and MF campuses interconnected via secure VPN/WAN
• Client OS Support:
  • Windows: Virtual/physical desktops and notebooks
  • Notebooks: Windows, macOS, and HarmonyOS
  • Drivers: Universal print drivers for all OS (e.g., PaperCut Mobility Print)
• Key Features:
  • Print and Hold with card reader authentication
  • Mobile printing (iOS/Android)
  • OpenLDAP authentication

B. Hardware Requirements

Campus	Device Specifications	Qty
KC Campus	Color MFDs: Document feeder, card reader, duplex, medium speed	6
	Grayscale MFDs: Document feeder, sorter, stapler, duplex, high speed	1
	Grayscale Printers (desktop): Duplex, medium speed	3
MF Campus	Color MFDs: Document feeder, card reader, duplex, medium speed	4
	Grayscale MFDs: Document feeder, sorter, stapler, duplex, high speed	1
	Grayscale Printers (desktop): Duplex, medium speed	3

C. Printing Volume Estimates

Based on historical data (Jun 2022–Jul 2025) and growth projections:

• Current Avg. Monthly Pages: 24,900 (97% grayscale, 3% color)

Campus	Total Pages	Grayscale	Color
KC Campus	24,900	24,150	750
MF Campus	20,700	20,100	600

D. Sustainability Requirements

• Track/report tree consumption and CO₂ emissions
• Maintain ≥70% duplex rate (current: 69.38%)
• Implement energy-saving features on devices

3. Technical Compliance

• OS/Driver Support: Certified drivers for Windows (VDI/physical), macOS, and HarmonyOS (or equivalent)
• Zero-config Printing: Bonjour/AirPrint (or equivalent) support for mobile devices, such as notebooks
• Authentication: OpenLDAP sync across both campuses
• Security: Encrypted print jobs; card readers for tap-and-release
• Centralized Management: Single PaperCut instance at KC Campus managing all devices
• Print Routing: Campus-aware print job routing
• Disaster Recovery: 99.9% uptime guarantee
• Client Support: Windows OS (VDI/physical), macOS, and HarmonyOS (or equivalent) notebooks
• Mobile Printing: iOS, Android and HarmonyOS support (or equivalent)
• Network Integration: Seamless operation across linked campuses

4. Pricing Structure

Bidders must provide detailed breakdowns for:

• Cost per Page: Separate rates for grayscale and color
• Hardware Costs: Lease/purchase options for all devices
• Maintenance Fees: Including consumables, repairs, and on-site support
• Software Licensing: PaperCut MF annual fees
• Environmental Levy: Optional carbon-offset program
• Network Integration Cost: For cross-campus printing infrastructure

5. Implementation Timeline

Phase	Timeline	Deliverables
Network Setup	1–10 Aug 2025	Secure KC-MF campus linking
Hardware Setup	11–20 Aug 2025	Device installation at both campuses
Software Config	21–25 Aug 2025	PaperCut/OpenLDAP deployment; driver testing
Testing	26–30 Aug 2025	Cross-OS client validation (Windows/macOS/HarmonyOS)
Go-Live	1 Sept 2025	Full service launch

6. Submission Requirements

• Company profile, relevant experience, and client references
• Proof of multi-OS print driver compatibility (Windows/macOS/HarmonyOS)
• Network integration plan for linked campuses
• Detailed cost breakdown (CAPEX/OPEX)
• Implementation plan and SLAs
• Sustainability strategy
• Compliance matrix addressing all technical requirements
• Maintenance and support framework

7. Evaluation Criteria

Criteria	Weight	Details
Cost competitiveness	30%	Total cost of ownership over 5 years
Technical compliance	30%	Fulfillment of all specified requirements
OS/driver coverage	20%	Support for Windows, macOS, HarmonyOS
Implementation plan	15%	Feasibility and risk management
Past performance	5%	References and track record

8. Contact

IT Director, Gratia Christian College
Email: itso@gratia.edu.hk