Tender Title: Annual Maintenance Service - Photocopier Machine
Tender Reference Number: GEM/2025/B/6147934
Issuing Authority: Ministry of Corporate Affairs
The Ministry of Corporate Affairs invites bids for the Annual Maintenance Service for Photocopier Machines. This tender encompasses the comprehensive maintenance service for monochrome, laser photocopiers which includes, but is not limited to, Kyocera models, and requires the expertise of an OEM Authorized Service Provider.
Scope of Work and Objectives
The primary objective of this tender is to ensure the uninterrupted and efficient operation of photocopier machines within the Ministry. The work scope includes scheduled servicing, troubleshooting, component replacement, and emergency repair services as necessary. The contractor will be responsible for providing all necessary resources, including skilled labor, tools, and spare parts to maintain high-quality service standards.
Eligibility Criteria
Potential bidders must meet the following eligibility requirements:
- Registration as a business entity in the relevant field.
- Experience in providing maintenance services specifically for photocopier machines.
- Certification as an OEM Authorized Service Provider for the specified brands.
Technical Requirements
Bidders must adhere to the following technical specifications:
- Proficient in servicing monochrome and laser photocopiers.
- Capability of using genuine parts and compliance with OEM quality standards.
- Proven history of delivering successful maintenance services in similar projects.
Financial Requirements
Bidders are required to provide a detailed financial proposal, which must include:
- Pricing for service contracts.
- Any additional costs for spare parts, tools, or consumables.
- Compliance with the Payment Terms as specified in the tender documentation.
Document Submission Details
All submissions must include:
- Completed bidding forms.
- Financial proposals.
- Relevant certificates and proof of eligibility. Bids must be submitted electronically as per the specified guidelines.
Special Provisions
The tender offers specific benefits for Micro, Small, and Medium Enterprises (MSEs) and startups, promoting a fair and inclusive bidding process. Eligible small businesses are encouraged to participate to facilitate their growth and development.
Evaluation Process
Bids will undergo a rigorous evaluation process focusing on:
- Compliance with technical and financial requirements.
- Experience and track record in the maintenance of photocopier machines.
- Cost-effectiveness of the proposals. The evaluation criteria aim to identify the most suitable service provider to maintain efficiency and cost management.
Delivery Locations
The service will be primarily conducted at the Ministry of Corporate Affairs office locations. Specific addresses can be clarified post-qualification as part of the contract agreement.
Contact Information
For more information regarding this tender, bidders may refer to the official Ministry of Corporate Affairs website where additional resources and guidance documents will be available.
This tender provides an excellent opportunity for qualified vendors to showcase their expertise in providing high-quality maintenance services for photocopier machines to a prestigious government agency.
General Information
Financial Information
Evaluation and Technical Information
Tender Documents
2 DocumentsDocuments Required from Seller
- Experience Criteria
- Certificate (Requested in ATC)
- 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
To qualify for the Annual Maintenance Service for Photocopier Machines, bidders must be a registered entity in the relevant sector, demonstrate experience in photocopier maintenance, and hold certification as an OEM Authorized Service Provider for the specified brands like Kyocera. Ensuring compliance with these eligibility requirements is crucial for successful tender submission.
Bidders must provide various required certificates during the submission process, including:
- Proof of registration as a business entity.
- Certification demonstrating authorization to service the specified photocopier models.
- Experience documentation with client references related to similar services rendered. These are essential to validate the capability and credibility of the bidder.
It is imperative for bidders to adhere to the specified accepted document formats when submitting their bids. Common formats typically include PDF and Microsoft Word, ensuring that all required documents are clear, legible, and formatted consistently to facilitate the evaluation process.
The performance security is a requirement aimed at ensuring the successful implementation of the contract. Bidders should provide complete details on the performance security requirements which may include a percentage of the total bid value that must be deposited with the Ministry as a guarantee for contract fulfillment.
Yes, the tender includes benefits for Micro, Small, and Medium Enterprises (MSEs), aimed at fostering inclusivity within the bidding process. These may involve concessions in terms of eligibility criteria or financial support initiatives designed to encourage MSE participation and encourage their growth and sustainability in the maintenance service sector.
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