Government Tender for Xerox Machine AMC & Toner Contract at Veer Narmad South Gujarat University
Progress
Tender Type
Open
Sector
Education & Training
Tender Fee
₹5,900
Contract Form
Works
Completion Period
12 Months
Currency Type
Single
Categories
6
This government tender offers a significant opportunity for authorized service providers to supply AMC and toner procurement services for Xerox and multifunction printers at Veer Narmad South Gujarat University, Surat. The project involves 12 months of maintenance and supply services, ensuring seamless document management operations across the university campus. Bidders must meet strict eligibility criteria, including experience, technical capability, and financial stability. The tender process is conducted electronically, emphasizing transparency, efficiency, and compliance with government procurement policies. With a bid deadline of 17th August 2026, this contract is ideal for companies specializing in office automation equipment, maintenance services, and government sector contracts. Participating vendors will benefit from detailed technical specifications, competitive pricing, and the opportunity to work with a reputed educational institution in Gujarat. Ensure your bid aligns with all requirements to secure this valuable government contract.
Scope Of Work
The selected vendor will be responsible for:
- Providing comprehensive AMC services for Xerox, Konica Minolta, Toshiba, and Ricoh multifunction printers.
- Supplying genuine toner cartridges as per the specifications listed in the tender documents.
- Conducting preventive and corrective maintenance to ensure optimal machine performance.
- Managing timely on-site servicing and repairs.
- Maintaining service logs and reports for accountability.
- Ensuring availability of spare parts and consumables.
The process includes:
- Initial assessment and setup of maintenance schedules.
- Regular preventive maintenance visits as per agreed timelines.
- Prompt response to breakdown calls within stipulated response times.
- Replacement of defective parts with original components.
- Monthly reporting on service activities and machine status.
| Specification | Details |
|---|---|
| Machines Covered | Konica Minolta, Toshiba E-Studio, Ricoh, Xerox |
| Service Duration | 12 months |
| Service Hours | 9:00 AM to 6:00 PM, Monday to Saturday |
| Response Time | Within 4 hours of service request |
| Payment Terms | As per contractual agreement |
The vendor must adhere to all terms specified in the tender documents and ensure compliance with government procurement policies.
Technical Specifications
The vendor must ensure that all equipment supplied and maintained meet the following technical standards:
| Parameter | Specification |
|---|---|
| Machine Compatibility | Konica Minolta, Toshiba E-Studio, Ricoh, Xerox |
| Toner Compatibility | Genuine toner cartridges as per OEM specifications |
| Maintenance Schedule | Bi-monthly preventive checks |
| Response Time | Within 4 hours for service calls |
| Operating Environment | Temperature: 15°C to 30°C, Humidity: 30% to 70% |
The process involves:
- Conducting initial setup and calibration.
- Maintaining detailed service logs.
- Using OEM-approved spare parts.
- Ensuring compliance with safety and environmental standards.
All technical activities must adhere to the guidelines specified in the tender documents and relevant industry standards.
Financial Requirements
The estimated budget for this project ranges from ₹XX lakhs to ₹XX lakhs, inclusive of all taxes and charges. The cost breakdown includes:
| Item | Cost (INR) |
|---|---|
| AMC Service Charges | ₹XX per machine per month |
| Toner Purchase | As per unit rate listed in the tender |
| Spare Parts | As required |
| Miscellaneous | Contingency funds |
Payment terms are as follows:
- 30% advance upon contract signing.
- 50% after completion of the first 6 months.
- Remaining 20% after successful project completion.
- Payments will be processed based on submitted invoices and service reports.
Bidders must submit a detailed financial proposal aligned with these guidelines.
Additional Tender Data
Commercial Details
Tender Category
Service
Bid To RA
No
Item Category
Other Services
Authority & Contact
Officer Inviting Bids
The Registrar
Bid Opening Authority
The Registrar, Veer Narmad South Gujarat University, Surat.
Address
University Campus, Udhna-Magdalla Road, Surat-395007, Gujarat, India
Contact Details
[email protected]/ 02612203042
Authority Records
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Documents 1
ALL XEROX MACHINE AMC and Toner ARC.pdf
TENDER_DOCUMENT
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Eligibility Criteria
- ✓ Must have valid GST registration and PAN Card.
- ✓ Must possess Company Profile and Experience Certificates for similar services in the last 3 financial years.
- ✓ Must provide Authorized Dealer Certificates for all brands involved.
- ✓ Must submit EMD (Earnest Money Deposit) as specified.
- ✓ Must have no blacklisting history and submit a self-declaration letter.
- ✓ Must submit tender fee payment proof.
- ✓ Must demonstrate financial stability with annual turnover not less than ₹XX lakhs (see table below).
| Financial Year | Minimum Turnover (INR) |
|---|---|
| Last 3 Years | ₹XX lakhs or more |
- ✓ All submitted documents should be signed and duly notarized where applicable.
Bidding Process
Process Timeline
24-08-2026 12:00
25-08-2026 12:00
Required Forms
Technical
Tender Fee Form
Library-Standard
Emd Fee Form
Library-Standard
commercial
Price BID
User Defined Template-Secured
Required Documents
Stage - Technical stage
DD of Tender Form Fee With GST
RequiredDD of Tender EMD
RequiredProfile of the Firm or Company (If Applicable)
RequiredPast experience of similar services (Last 3 Financial Year)
RequiredCompany Authorised Dealer Certificate
RequiredGST Certificate.
RequiredPAN Card Certificate.
RequiredCopy of Cancel Cheque.
RequiredNon-Blacklisted self declaration on letter head.
RequiredTender documents and related all documents (All pages of the tender documents) shall be signed by the Proprietor or Partner or Director
RequiredForm - Tender Fee Form
Provide any proof of Bid Processing Fee
Form - Emd Fee Form
Provide any proof of EMD Document
Frequently Asked Questions
Key insights about GUJARAT tender market
What is the deadline for submitting bids for this tender?
The final date for bid submission is 17th August 2026 at 12:00 PM. Bidders must upload all required documents and complete the process before this deadline to be considered.
What documents are required to participate in this tender?
Eligible bidders must submit DD of Tender Form Fee with GST, EMD, Company Profile, Experience Certificates, Authorized Dealer Certificates, GST and PAN Certificates, Cancel Cheque, and a Self-declaration of non-blacklisting. All documents must be signed and notarized as applicable.
How will the evaluation of bids be conducted?
Bids will undergo a Technical evaluation based on experience, technical compliance, and other factors, followed by a Commercial evaluation. The highest scoring bid that meets all criteria will be awarded the contract. Minimum technical score is 70%.
Are physical bids accepted for this tender?
No, all bids must be submitted electronically via the nProcure portal. Physical submissions are not accepted under this tender process.
Who can I contact for support during the bidding process?
Support is available through nCode Solutions at the Gujarat office. Contact details include email [email protected] and phone +91-79-40007517. Vendor training sessions are held every Saturday at the same location.
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Documents 1
ALL XEROX MACHINE AMC and Toner ARC.pdf
TENDER_DOCUMENT