Tender Title: Full Service and Maintenance Contracts of Photocopier Machine - Multifunction Machines
Issuing Authority
Department of Military Affairs, Ministry of Defence
Scope of Work and Objectives
The objective of this tender is to secure a comprehensive service and maintenance agreement for multifunction photocopier machines (MFM), specifically targeting the Canon brand. The selected service provider will be responsible for ensuring the optimal performance, reliability, and longevity of the machines through regular maintenance and prompt servicing.
The tender encompasses the following services:
- Preventive Maintenance: Routine inspections and adjustments to prevent machine downtime.
- Corrective Maintenance: Timely repairs of malfunctioning equipment as needed.
- Spare Parts Supply: Provision of necessary components and materials including toners and other consumables, with the service provider responsible for supplying toners/cartridges while the buyer will provide paper.
- Technical Support: Availability of technical assistance and troubleshooting support.
The total quantity required under this tender is 15,000 multifunction machines.
Eligibility Criteria
Tender applicants must meet specific eligibility criteria, which include:
- Registration as a legal entity.
- Proven experience in servicing and maintaining Canon multifunction photocopier machines.
- Availability of necessary tools and technology to perform maintenance tasks effectively.
Technical Requirements
Bidder submissions must adhere to the following technical requirements:
- Capacity to deliver routine and corrective maintenance services.
- Access to OEM (Original Equipment Manufacturer) authorized service protocols.
- Compliance with Canon service standards and guidelines.
Financial Requirements
Bidders are required to demonstrate:
- Financial stability with confident cash flow and operational liquidity.
- Previous contracts executed, preferably in a similar scope of work.
- A detailed breakdown of pricing for services offered, including preventive and corrective maintenance costs.
Document Submission Details
All tender documents must be submitted in a complete and organized manner, including:
- Technical proposal outlining service capabilities and relevant experience.
- Financial proposal including a comprehensive cost breakdown.
- Proof of eligibility documents.
Special Provisions
This tender incorporates specific provisions beneficial for Micro, Small, and Medium Enterprises (MSEs), encouraging the involvement of these businesses in the bidding process. This may include relaxed eligibility criteria and support resources.
Evaluation Process
The evaluation of bids will follow a structured process that assesses both technical and financial proposals. Comprehensive evaluation criteria will focus on:
- Capability and experience in handling service contracts of a similar nature.
- Price competitiveness.
- Overall proposal quality and adherence to tender specifications.
Delivery Locations
Services will be required at various locations specified by the Department of Military Affairs. Bidders should be prepared to provide services efficiently across these locations.
Contact Information
For any inquiries regarding this tender, interested parties are encouraged to reach out through the official communication channels listed in the tender documentation.
In conclusion, this tender for Full Service and Maintenance Contracts of Photocopier Machines presents a critical opportunity for qualified service providers to collaborate with the Ministry of Defence. Bidders should ensure compliance with the specified requirements and rigorously outline their capabilities to deliver the required services effectively.
General Information
Financial Information
Evaluation and Technical Information
Tender Documents
6 DocumentsDocuments Required from Seller
- Experience Criteria
- Bidder Turnover
- Certificate (Requested in ATC)
- OEM Authorization Certificate
- OEM Annual Turnover
- Additional Doc 1 (Requested in ATC) *In case any bidder is seeking exemption from Experience / Turnover Criteria
- the supporting documents to prove his eligibility for exemption must be uploaded for evaluation by the buyer
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Frequently Asked Questions
The eligibility requirements include being a registered entity with proven experience in servicing and maintaining Canon multifunction photocopier machines. Bidders must also have the necessary tools and technology to perform maintenance tasks effectively, ensuring a strong capability in providing support for such equipment.
Bidders must present a valid service authorization certification from Canon or equivalent demonstrating their capability to service multifaceted photocopier machines. Additionally, a registration certificate confirming business legality and financial stability is required, ensuring compliance with all operational and financial standards.
To register for this tender, potential bidders must complete the necessary documentation outlined in the tender offer. This includes submitting technical and financial proposals according to specified guidelines via the appropriate submission methods outlined in the tender documentation. Proper formatting and adherence to deadlines are crucial to successful registration.
The payment terms will be detailed in the final contract and typically involve milestones based on service delivery. Bidders can expect discussions on up-front payments for initial setup, regular maintenance fees, and performance-linked payments contingent upon service levels and response times.
Yes, there are specific benefits for Micro, Small, and Medium Enterprises (MSEs). MSEs can expect relaxed eligibility criteria and additional support resources aimed at enhancing their viability in participating effectively in this tender. This aligns with governmental initiatives to bolster local procurement and encourage startup participation in significant contracts.
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