Tender Title: Full Service and Maintenance Contracts of Multifunction Photocopier Machines
Tender Reference Number: bb577725
Issuing Authority/Department: Department of Military Affairs, Ministry of Defence
The Department of Military Affairs is inviting bids for the Full Service and Maintenance Contracts of Multifunction Photocopier Machines (MFM) under the reference number bb577725. This tender encompasses a comprehensive scope aimed at procuring reliable and efficient service contracts for 2000 multifunction RICOH photocopier machines. These machines are essential for seamless operational continuity within military administrative frameworks.
Scope of Work and Objectives:
The primary objective of this tender is to establish a service agreement with an OEM-authorized service provider who can offer full maintenance and servicing for the multifunction machines. The responsibilities of the service provider will include:
- Regular servicing and maintenance checks to ensure optimal performance.
- Efficient troubleshooting and repair services as required.
- Provisioning of necessary cartridges or toners while ensuring that paper will be supplied by the buyer, adhering to the management timelines.
Eligibility Criteria:
Bidders must meet the following eligibility criteria to qualify for this tender:
- The bidding entity must be a legally registered organization with an operational presence in the relevant domain.
- Demonstrable experience in providing services for similar multifunction photocopiers, particularly RICOH brand machines, is essential.
- Companies must be recognized as OEM authorized service providers.
Technical Requirements:
Bidders must provide detailed documentation outlining their experience and technical proficiency in servicing multifunction photocopier machines. Specifically, this includes:
- Detailed descriptions of service protocols tailored for RICOH photocopiers.
- Quality assurance measures and procedures implemented during service maintenance.
- Compliance with necessary quality standards as required by the Department of Military Affairs.
Financial Requirements:
Bidders will need to demonstrate their financial stability and capability to fulfill the contract. This includes:
- Submission of recent balance sheets and profit and loss statements.
- A detailed breakdown of proposed costs associated with maintenance and service contracts.
Document Submission Details:
Bidders are required to submit their proposals along with all necessary documents electronically through the prescribed online portal. All submissions must be compliant with the specified formats and can be detailed in the bidding instructions.
Special Provisions:
Provisions are made to support Micro, Small, and Medium Enterprises (MSEs) and startups. Eligible bidders in these categories may receive financial or technical considerations to promote their participation in this procurement process. The Department of Military Affairs encourages local vendors to participate as part of the national policy framework, including compliance with ‘Make in India’ regulations that support local procurement.
Evaluation Process:
The bid evaluation process will involve:
- Assessment of technical compliance and alignment with the stipulated requirements.
- Financial evaluation based on the pricing models submitted by bidders.
- Bids will be evaluated on deliverables, experience, and history of past performance in similar service contracts.
Delivery Locations:
The multifunction photocopier machines will be deployed across various designated military operational locations, which will be communicated directly to the selected bidder upon contract award.
Contact Information:
For any questions or clarifications regarding the tender, bidders can refer to the official communication channels available through the Department of Military Affairs.
General Information
Financial Information
Evaluation and Technical Information
Tender Documents
3 DocumentsDocuments Required from Seller
- Experience Criteria
- OEM Authorization Certificate *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 that can provide documented proof of experience in servicing multifunction photocopier machines, specifically RICOH brand machines. Bidders must demonstrate that they are OEM authorized service providers with a solid operational background and the capability to meet the tender’s requirements.
Bidders must provide various certificates to qualify for the tender, including proof of business registration, OEM authorization certificates for RICOH photocopier servicing, and certifications proving compliance with quality standards relevant to maintenance services. Submitting these documents will ensure alignment with the evaluation criteria set forth by the issuing authority.
The registration process for participating involves submitting an application through the designated online portal outlining your company’s details, qualifications, and past performance in similar service contracts. It is crucial to adhere to the specified formats and documentation requirements to secure eligibility for the bid.
Bidders may be asked to provide a performance security deposit as part of their submission to guarantee faithful performance of the contract terms if awarded. This security ensures the bidder’s commitment and capability to fulfill contract obligations, with details outlined in the tender instructions regarding the handling and amount.
The submission process will be evaluated based on several factors, including the compliance of technical proposals, pricing models, past performance records, and adherence to the required documentation formats. Successful bidders will be notified based on a comprehensive evaluation of both technical and financial submissions, ensuring transparency and fairness in the selection process.
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