Tender Title: Full Service and Maintenance Contracts of Photocopier Machine - Multifunction Machines (MFM) TOSHIBA
Reference Number: GEM/2025/B/6147333
Issuing Authority/Department: Ministry of External Affairs
The tender seeks qualified vendors or service providers to establish and maintain Full Service and Maintenance Contracts for Photocopier Machines, specifically targeting Multifunction Machines (MFM) manufactured by TOSHIBA. This crucial contract will ensure the optimal operation and longevity of the machines to fulfill the high demands of the ministry's functional needs.
Scope of Work and Objectives
The selected contractor will be responsible for providing complete service and maintenance support for a total of 25,500 multifunction photocopier machines. This includes the comprehensive servicing, repairs, and any necessary maintenance of the equipment. Objectives include:
- Ensuring minimal downtime for the machines through prompt maintenance services.
- Providing substantial technical support regarding the TOSHIBA multifunction machines.
- Maintaining adequate stock of supplies, such as toners and cartridges, to ensure operational readiness.
- Ensuring compliance with all operational and safety standards in line with industry best practices.
Eligibility Criteria
To participate in this tender, bidders must meet the following eligibility criteria:
- Must be a duly registered organization with valid credentials.
- Capability to demonstrate experience in servicing and maintaining multifunction photocopier machines, with references from previous contracts.
- Availability to provide service as an OEM or an OEM authorized service provider for the TOSHIBA brand.
Technical Requirements
Bidder must comply with the following technical requirements:
- Expertise in handling MFM (Multifunction Machines), particularly from TOSHIBA.
- Ability to provide prompt service and possess a qualified and dedicated technical team.
- Familiarity with operational standards specific to photocopier machinery maintenance.
Financial Requirements
Bidders must demonstrate financial stability and submit the following:
- A recent statement of accounts.
- Evidence of capability to undertake the financial obligations of the service contracts.
Document Submission Details
Proposals and associated documentation must be submitted electronically, ensuring that all required forms are filled in accurately. Submission methods, formats, and specific documentation requirements will be detailed in the tender portal, favoring ease and efficiency in the process.
Special Provisions
This tender may incorporate MSE benefits to encourage participation from Micro, Small, and Medium Enterprises (MSEs). Measures may apply to uplift startup businesses within the sector, in accordance with Make in India initiatives to bolster local content and procurement practices.
Evaluation Process
The bid evaluation will encompass:
- Technical suitability based on the credentials and operational capabilities presented.
- Financial evaluation focusing on the proposed pricing model and compliance with price evaluation criteria.
- Preference will be given to bidders demonstrating commitment to local sourcing and compliance with government guidelines.
Delivery Locations
Service delivery will primarily be across various designated locations as defined by the Ministry, ensuring that support is accessible and timely.
Contact Information
For further inquiries regarding the tender, potential bidders should refer to the communications provided on the official agency's tendering portal for accurate contact details.
General Information
Financial Information
Evaluation and Technical Information
Tender Documents
4 DocumentsDocuments Required from Seller
- Experience Criteria
- Bidder Turnover
- Certificate (Requested in ATC)
- OEM Authorization Certificate
- 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 valid licenses, demonstrating competency through prior contracts in maintaining TOSHIBA photocopier machines, and meeting technical expertise requirements for servicing multifunction machines (MFM). Bidders must provide evidence of having complied with previous subcontracts for verification.
The registration process typically entails submitting an online application through the designated tender portal. Required documentation must be uploaded and validated as part of the process, ensuring that all vendors meet the standards set forth in the tender criteria. Adequate guidance will be provided to facilitate this process.
Bidders must provide a performance security deposit which is a percentage of the total awarded contract value. This performance security serves as a guarantee for fulfilling obligations stated in the contract, safeguarding the interest of the Ministry.
The evaluation and selection process will involve a meticulous review of both technical and financial proposals, ensuring compliance with the stipulated criteria. Factors such as pricing, qualifications, and experience will be weighted accordingly, with successful candidates receiving notifications of results through the tender communications channel provided.
This tender is structured to include significant MSE benefits, simplifying the bidding process for small enterprises and startups. Preferences may be granted in terms of qualification requirements and financial evaluation, aligning with government policies to support small businesses and promote local procurement initiatives.
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