Tender Title: Supply of Toner Cartridges
Reference Number: GEM/2025/B/6163915
Issuing Authority: Ministry of External Affairs
Overview
The Ministry of External Affairs (MEA) is inviting bids for the supply of toner cartridges and other consumables for printers. This tender is essential for enhancing the operational efficiency of various government offices, which rely heavily on printed documentation for daily functions. The total quantity required for this procurement is 285 units, making it a significant supply contract that will impact the functioning of several government departments.
Scope of Work and Objectives
The primary objective of this tender is to procure high-quality toner cartridges that meet the printing needs of the MEA and its attached offices. Suppliers should ensure that the cartridges provided are compatible with the existing printer models used within the department. The successful bidder will be responsible for the timely delivery of all cartridges in accordance with the agreed specifications and standards.
Eligibility Criteria
Prospective bidders must meet the following eligibility requirements to participate:
- Must be a registered entity or company.
- Must provide proof of experience in supplying similar products within the last three years.
- Must have a valid Goods and Services Tax (GST) registration.
Technical Requirements
Bidders are expected to submit cartridges that adhere to the required technical specifications, including:
- Compatibility with printer models widely used by the MEA.
- Compliance with quality standards for printing (no smudging, fading, etc.).
- Specifications meeting OEM standards.
Financial Requirements
Suppliers must present a detailed financial proposal that includes:
- Pricing per unit for the toner cartridges.
- Total cost estimation based on the required quantity.
- Payment terms that facilitate timely settlement upon successful delivery.
Document Submission Details
Bidders must ensure that all relevant documents, including eligibility proofs, technical specifications, and financial proposals, are submitted in the specified format. All submissions must be complete, with no missing documents, to be considered valid.
Special Provisions
This tender encourages participation from Micro, Small, and Medium Enterprises (MSEs) and Startups, providing additional opportunities to access government procurement. Such entities may benefit from certain provisions designed to bolster local industry and promote sustainable growth.
Evaluation Process
The evaluation will take place in two phases:
- Technical evaluation to assess compliance with specifications.
- Financial analysis of quoted prices against the proposed technical specifications.
Bids will be evaluated based on a comprehensive scoring system, considering both technical and financial merits.
Delivery Locations
The successful bidder will be required to deliver the toner cartridges to various locations as specified by the Ministry of External Affairs. Detailed delivery instructions will be provided upon awarding the contract.
Contact Information
For further inquiries related to the tender, interested bidders can reach out directly to the Ministry of External Affairs. It is advised to ensure that all communications are directed through written channels.
General Information
Financial Information
Evaluation and Technical Information
Tender Documents
8 DocumentsDocuments Required from Seller
- 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 relevant experience in supplying toner cartridges. Bidders should also hold a valid GST registration. The MEA aims to partner with suppliers demonstrating proven capability and reliability in fulfilling similar contracts.
Bidders must provide a valid GST certificate and any quality assurance certifications that prove compliance with printing standards. It is also recommended to include documents that validate prior experience in supplying toner cartridges or analogous products, which is essential for establishing credibility with the MEA.
Documents should be organized logically, with eligibility proofs, technical specifications, and financial proposals clearly labeled. All files must be in accepted formats, primarily PDF or DOCX. Ensure that every document is complete, as incomplete submissions may be disqualified during the evaluation process.
The payment terms will be established upon agreement during the contract signing. Typically, payments are made upon successful delivery and inspection of the toner cartridges, contingent upon meeting all agreed specifications. Timely submissions will facilitate faster processing of payments.
MSEs have specific provisions designed to enhance their participation in government procurement, including easier qualification criteria and possibly relaxed documentation requirements. Furthermore, successful MSE suppliers may benefit from long-term procurement contracts with the MEA, fostering sustainable partnerships.
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