Tender Title: Full Service and Maintenance Contracts of Photocopier Machine - Multifunction Machines MFM

Reference Number: GEM/2025/B/6153622
Issuing Authority: Department of Military Affairs, Ministry of Defence

The Full Service and Maintenance Contracts of Photocopier Machine - Multifunction Machines (MFM) tender aims to facilitate the procurement of essential maintenance services for multifunctional photocopying machines, specifically focusing on RICOH models. The Ministry of Defence, through the Department of Military Affairs, is looking to establish a contract that ensures the operational efficiency and longevity of these machines used within their various divisions.

Scope of Work and Objectives

The selected vendor will be responsible for providing comprehensive service and maintenance for approximately 800 multifunctional photocopier machines. This includes regular servicing, repairs, and immediate support to resolve any operational issues that may arise. The primary objective is to maintain an uninterrupted workflow by ensuring these machines operate effectively and meet user demands promptly.

Eligibility Criteria

All potential bidders must adhere to the eligibility criteria set forth by the Ministry of Defence. Bidders are required to demonstrate their capability by providing sufficient documentation that confirms their expertise in servicing and maintaining RICOH equipment, as well as a history of fulfilling similar contracts efficiently. Additionally, companies must be legally registered entities.

Technical Requirements

Bidders must possess the necessary technical certifications and competencies, including:

• Qualification as an Original Equipment Manufacturer (OEM) or an authorized service provider for RICOH machines.
• Knowledge and experience in providing maintenance services for multifunctional machines, with documented cases of prior engagements that reflect effective service delivery.

Financial Requirements

Vendors are expected to submit financial documents that demonstrate their financial stability and capability to undertake projects of this nature, ensuring they can provide the necessary resources and manpower without delay.

Document Submission Details

Proposals must be submitted electronically as per the specifications outlined in the tender document. All submissions should include detailed quotes, service level agreements, and any other relevant documentation that supports the bid.

Special Provisions

This tender includes provisions for Micro, Small, and Medium Enterprises (MSMEs), promoting participation from smaller businesses to encourage competition and innovation in service delivery. Startups also have specific allowances to evenly compete with established entities.

Evaluation Process

The evaluation of bids will be conducted based on a predefined criterion emphasizing qualifications, technical capabilities, and financial proposals. Qualified bids will undergo an assessment to identify the best value for the Ministry of Defence's requirements.

Delivery Locations

Service will be required at numerous locations across all divisions under the Ministry of Defence's jurisdiction. Vendors should be prepared to provide on-site services at any required facility.

Contact Information

For further inquiries regarding this tender, please refer to the official communication channels provided in the tender documentation for clarity on submission and evaluation processes.

In summary, the Full Service and Maintenance Contracts of Photocopier Machine - Multifunction Machines (MFM) represents a vital opportunity for qualified vendors to contribute efficiently to the operations of the Ministry of Defence while ensuring quality service and fostering long-term partnerships.