Government Tender for Digital Copier Machine Rental & Maintenance in Surat
Progress
Surat Municipal Corporation has issued a government tender inviting experienced vendors to supply and maintain digital copier machines on a rental basis for their drainage department. This open tender offers a valuable opportunity for suppliers specializing in office automation and maintenance services to collaborate with a prominent municipal authority. The project spans 3 years with a budget of approximately ₹4,99,000, emphasizing quality, reliability, and cost-effectiveness. Bidders must adhere to strict eligibility criteria, submit comprehensive technical and financial proposals, and participate via the official e-procurement portal. The tender process includes transparent bid evaluation, installation, and ongoing support, ensuring efficient service delivery. This procurement aligns with government efforts to modernize departmental operations and improve administrative efficiency. Interested companies should review detailed tender documents, prepare necessary certifications, and submit bids before the deadline, with support available through designated contact channels.
Scope Of Work
The scope of work for this tender includes:
- Supplying digital copier machines suitable for departmental needs.
- Providing toner supplies on a rental basis.
- Performing routine maintenance and servicing of the copier machines.
- Ensuring timely replacement of parts and consumables.
- Handling technical support and troubleshooting.
The key deliverables are:
- Fully operational digital copiers installed at designated locations.
- Regular toner refills and consumables supply.
- Maintenance reports and service logs.
The process involves:
- Submission of technical and financial bids via the online portal.
- Evaluation of bids based on predefined criteria.
- Contract award to the most suitable bidder.
- Installation and commissioning of copier machines.
- Ongoing maintenance and support for 3 years.
| Specification | Details |
|---|---|
| Machine Type | Digital Copier |
| Copy Speed | Minimum 30 pages per minute |
| Paper Capacity | At least 500 sheets |
| Connectivity | Network-enabled |
| Maintenance | Scheduled and on-demand servicing |
Bidders must ensure compliance with all technical specifications and provide necessary documentation as per tender guidelines.
Technical Specifications
The digital copier machines must adhere to the following technical parameters:
| Parameter | Specification |
|---|---|
| Model | Latest compatible model |
| Copy Speed | Minimum 30 pages per minute |
| Resolution | At least 600 dpi |
| Paper Handling | Automatic document feeder, duplex printing |
| Connectivity | Ethernet, USB, Wi-Fi |
| Power Supply | Standard 220V AC |
Sequential process:
- Bidders submit technical proposals.
- Technical evaluation by the committee.
- Successful bidders are notified.
- Installation and testing at designated sites.
- Ongoing maintenance as per contract terms.
Financial Requirements
The estimated project cost is ₹4,99,000.00, which includes procurement, installation, and maintenance for 3 years. Payment terms are as follows:
| Payment Schedule | Description |
|---|---|
| Advance | 10% upon contract signing |
| Milestone 1 | 40% after installation |
| Milestone 2 | 40% after successful commissioning |
| Final | 10% after project completion and acceptance |
Bidders must submit a detailed financial proposal with clear cost breakdowns, including rental charges, maintenance fees, and any additional costs. All prices should be quoted in Indian Rupees (INR).
Tender Data
Bid Details
Tender Type
Open
Sector
State Governments & UT
Tender Fee
₹708
Contract Form
Works
Completion Period
3 Years
Currency Type
Single
Bid Submission Start
06-10-2026 15:00:00
Document Download End
21-10-2026 18:00:00
Bid Validity
120 Days
Additional Tender Data
Commercial Details
Tender Category
Service
Tender Value
₹4,99,000
Bid To RA
No
Item Category
Miscellaneous Works
Authority & Contact
Officer Inviting Bids
Deputy Municipal Commissioner (D)
Bid Opening Authority
Deputy Municipal Commissioner (D)
Address
Surat Municipal Corporation, Tapipura, Surat-395003
Contact Details
9099488386
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Documents 2
TECHNICAL BID_2026.pdf
TENDER_DOCUMENT
price bid-2026.pdf
TENDER_DOCUMENT
Categories
6
Bidding Process
Process Timeline
Required Forms
Preliminary
SMC etender 100 per EMD and Tender fee
User Defined Template-Standard
Commercial
SMC DRG Zerox Machine PB
User Defined Template-Secured
Required Documents
Stage - Preliminary Stage
Scan Copy of Tender Fee
RequiredScan Copy of EMD
RequiredScan Copy of all required documents as per tender condition.
Required🤖 AI-Powered Bidder Prediction
Discover companies most likely to bid on this tender
Eligibility Criteria
Eligible bidders must meet the following criteria:
- ✓ Must have valid registration and licensing for office equipment leasing.
- ✓ Proven experience in supplying and maintaining digital copier machines.
- ✓ Financial stability demonstrated through recent financial statements.
- ✓ Submission of all required documents, including:
- Scan copy of tender fee
- Scan copy of EMD
- All relevant certifications and licenses
- ✓ Minimum average annual turnover of ₹2,00,000 in the last 3 years.
| Qualification Parameter | Minimum Requirement |
|---|---|
| Tender Fee | ₹708.00 |
| EMD | As specified in tender |
| Experience | At least 2 similar projects in the last 3 years |
| Financial Turnover | ₹2,00,000 annually |
Bidders must provide authentic documentation to validate their eligibility.
Frequently Asked Questions
Key insights about GUJARAT tender market
What is the deadline for submitting bids for this tender?
The bid submission deadline is 21st October 2026 at 6:00 PM. Bidders must upload all required documents before this time to be considered.
What documents are required to participate in this tender?
Bidders must submit:
- Scan copy of tender fee
- Scan copy of EMD
- All relevant documents as per tender conditions, including licenses and certifications. These are mandatory for preliminary evaluation.
How will the technical evaluation be conducted?
Technical bids will be assessed based on compliance with specifications, experience, and support capabilities. Bidders must meet a minimum score of 70% to qualify for financial evaluation.
What are the payment terms for successful bidders?
Payments will be made as per the schedule:
- 10% advance
- 40% after installation
- 40% after commissioning
- 10% after project completion. All payments are subject to submission of valid invoices and acceptance reports.
Who can I contact for assistance with the tender process?
For support, contact the Deputy Municipal Commissioner at Surat Municipal Corporation at 9099488386 or reach out to (n)code Solutions support team via email at [email protected]. Training sessions are available weekly.