Operating leasing of copiers

✓The base price is €50,400.00 plus VAT, split into €27,735.00 for equipment leasing and €22,665.00 for copy/print services, with maximum unit prices of €0.0044 per black-and-white page and €0.0412 per colour page (excluding VAT); any proposal exceeding these global, partial or unit caps is excluded.

✓The contract involves an estimated volume of 750,000 black-and-white pages and 450,000 colour pages for evaluation purposes.

✓On award criteria and weighting, such as how proposals are ranked, the procedure uses the “proposta economicamente mais vantajosa” in monofactor mode, densified solely by price.

✓The evaluation Price (P) is calculated as: P = CF + (PU_PB × 750,000) + (PU_Cor × 450,000), where CF is the fixed total leasing cost over three years and PU_PB and PU_Cor are the unit prices for black‑and‑white and colour pages.

✓CF is considered to two decimals, while unit prices are considered to four decimals; the final P is considered to four decimals as well.

✓The lowest P wins; in case of a tie, the Programme’s Annex II lottery rules apply, using chronological submission order to assign numbers and a physical draw to determine final ranking, with an official record notified via the platform.

✓Variants are expressly prohibited, and proposals may be excluded for various reasons (late submission, missing required documents, non‑Portuguese language without proper translation, exceeding base prices, competition distortions, legal impediments, etc.).

✓Concerning risks and special conditions, such as penalties, guarantees, subcontracting, validity period, question deadlines and site visits, the documents set out several key points.

✓No performance bond (“caução”) is required under article 88 CCP, reducing financial entry barriers.

✓However, the Caderno de Encargos imposes contractual penalties: up to 5% of the contract price per day of delay in delivery, and up to 2% for non‑compliance with technical specifications, with cumulative penalties capped at 20% (or 30% if the University chooses not to terminate for public interest reasons).

✓There are clear rules on warranty: the lessor must guarantee the equipment for 36 months from acceptance, cover conformity and replacement at its cost if supplied equipment deviates from what was bid, and bear transport risks and damage during delivery/installation.

✓Subcontracting or assignment of the contractual position is prohibited without prior written authorization; the announcement also states there is no mandatory subcontracting.

✓The bidder must maintain all habilitation conditions and tax/social security regularity throughout execution, comply with labour rules (article 419.º‑A CCP, including using permanent contracts for workers on services over one year), follow data protection and confidentiality obligations, and ensure continuity of manufacture and supply of parts for at least the equipment’s useful life.

✓Proposals must be valid for 120 days after the submission deadline; electronic invoicing is allowed, with monthly invoices broken down into fixed equipment rent and variable page volumes with counter readings.

✓Interested parties may visit the facilities between announcement and submission deadlines, by prior email scheduling.

✓Questions and error/omission lists must be submitted within the first third of the proposal period, via the ACIN platform; clarifications and corrections must be issued by the end of the second third.

✓These clarifications and rectifications form an integral part of the tender documents and prevail in case of divergence.

✓As for contradictions or corrections within the documents, such as which statements prevail, the Caderno de Encargos establishes an hierarchy: (i) accepted corrections of errors and omissions identified by bidders, (ii) clarifications and rectifications to the caderno de encargos, (iii) the caderno de encargos itself, (iv) the awarded proposal, and (v) clarifications on that proposal.

✓If there is a conflict between this hierarchy and the drafted contract text, the procurement pieces (in the above order) prevail, except for negotiated adjustments compliant with CCP and expressly accepted.

✓The Programme do Procedimento adds that any clarifications/rectifications issued via the platform integrate the procedure documents and prevail over previous wording in case of divergence.