Tender Title: Full Service and Maintenance Contracts of Photocopier Machine
Reference Number: GEM/2025/B/6147389
Issuing Authority/Department: Department of Home, Ministry of Home Affairs

The Department of Home, under the auspices of the Ministry of Home Affairs, invites bids for the Full Service and Maintenance Contracts of Photocopier Machines specifically targeting Multifunction Machines (MFM) from the Canon brand. The goal of this tender is to ensure that the operational efficiency of photocopier machines is maintained through comprehensive service contracts.

Scope of Work and Objectives

The scope of work involves the provision of complete service and maintenance for a total quantity of 8000 multifunctional photocopiers. The selected service provider(s) will be required to ensure timely and effective service, providing necessary repairs, regular check-ups, and replacement parts as necessary.

Eligibility Criteria

To qualify for this tender, bidders must meet specific eligibility requirements, including:

• Registration as an authorized service provider with relevant experience in servicing Canon photocopier multifunction devices.
• Adequate workforce capable of delivering the required service levels.
• Proven track record in similar service contracts, particularly with government organizations.

Technical Requirements

Bidders must demonstrate the technical capabilities to execute maintenance services on Canon multifunction photocopiers. This includes:

• Access to OEM parts for Canon devices.
• Ability to provide necessary consumables including toner and cartridges during the service period.
• Knowledge of the mechanics and operation of multifunction photocopiers to execute repairs effectively.

Financial Requirements

Bidders must submit their financial proposals along with their technical bids. This includes:

• Clear pricing structures for service contracts.
• Payment terms that are favorable and feasible for both parties involved.
• Any upfront fees or deposits required prior to contract finalization.

Document Submission Details

All tender documents must be submitted in accordance with the prescribed guidelines. Bidders should prepare a comprehensive proposal that includes:

• Technical documentation relating to their service capabilities.
• Financial proposals detailing costs and payment terms.
• Proof of eligibility, including certificates of registration.

Special Provisions

Encouragement is provided for Micro, Small, and Medium Enterprises (MSEs) to participate in this tender, aiming to boost local businesses. Special provisions will be made for startups as well, aligning with governmental initiatives to promote local enterprise growth.

Evaluation Process

Bids will be evaluated based on a combination of technical and financial proposals, with a specific emphasis on bidders' previous experience and their ability to meet the necessary maintenance and service standards for Canon photocopiers. The evaluation will ensure that the most qualified bidders are selected to maintain high operational standards.

Delivery Locations

The service will be required at various designated locations set by the Department of Home, ensuring that all designated photocopiers are maintained adequately and in a timely manner.

Contact Information

For additional information regarding this tender, interested parties are encouraged to contact the Department of Home directly through the channels provided in the official tender documentation.

The successful execution of this tender will result in enhanced operational efficiency of photocopying machines, ultimately supporting the essential functions of the Ministry of Home Affairs and its associated departments.