GEM

Indian Army Procurement: Xerox Paper, Stationery & Office Equipment Tender 2025

Posted

18 Oct 2025, 01:09 pm

Deadline

03 Nov 2025, 02:00 pm

Location

JAMNAGAR , GUJARAT

Progress

Issue18 Oct 2025, 01:09 pm
AwardPending
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Quantity

2634

Category

Xerox Paper Legal Size Box Containing 10 Reams

Bid Type

Two Packet Bid

Key Highlights

  • • MES registration mandatory for contract award
  • • Bulk stationery consumables combined with office equipment purchase
  • • Option clause allowing up to 25% quantity increase/decrease
  • • GST applicability clarified; reimbursement as actuals or quoted rate
  • • Data sheet alignment required; mismatch may lead to rejection
  • • Brand-specific toner compatibility (KYOCERA/Brother) emphasized
  • • Delivery timelines governable by option clause with minimum 30 days
  • • Contract termination rights for non-performance or delivery failures

Categories 14

BATTERY ADHESIVE CLEANING DUSTER BALL PEN BOX CUTTER OTHER ADHESIVES AND SEALANTS PEN PHOTOCOPIER MACHINE MACHINE PINS STAPLER BLADE PLASTIC

Tender Overview

The Indian Army, under the Department of Military Affairs, is inviting bids for a broad stationery and office equipment package including Xerox paper (A4 and legal size), reams, marker pens, highlighters, sketch pen sets, pencil sets, various pens (V7, blue/black), digital copier and multifunction devices, Brother and Kyocera toner, scanners, paper punches, binders, and assorted desk accessories. Key procurement scope comprises 66 items listed in the BOQ, with a focus on bulk consumables and basic office machinery. The tender emphasizes MES registration eligibility and data sheet conformity, while offering quantity flexibility up to 25% as per the option clause. Bidders should prepare to demonstrate data-sheet alignment with offered products and maintain supply readiness for government procurement needs in a centralized defense context.

The unique context is a government-led office support package requiring brand-agnostic but standards-aligned consumables and copiers, with several common office categories bundled in a single procurement event. The buyer reserves the right to modify quantities within 25% and to extend delivery windows if option clauses are exercised, making contingency planning essential for suppliers.

Respondents must ensure compliance with data-sheet verification, GST considerations, and MES enrollment requirements before bid opening. The emphasis on data-sheet matching and non-liquidation status underscores financial and technical reliability as core bid differentiators. This opportunity targets suppliers capable of steady supply of office consumables and compatible equipment to a high-security government domain.

Technical Specifications & Requirements

  • Product categories covered: Xerox paper A4 & Legal size boxes (10 reams per box), marker pens, highlighters, sketch pen sets, pencil sets, V7/ball pens (blue/black/red), digital copier/multifunction printer (MFM), KYOCERA/ Brother toner, inkjet/photo paper, Binder clips, paper punches, staplers, sticky notes, calendars/registers/lamination accessories, and assorted stationery accessories.
  • BOQ context: Total items listed as 66; exact quantities per item are not disclosed in the summary but imply bulk procurement suitable for MES-registered suppliers.
  • Equipment compatibility: Multifunction devices must be compatible with supplied toners (KYOCERA/ Brother) and include necessary consumables; data-sheet must match product specifications.
  • Standards/Compliance: Data sheets must be uploaded and aligned with offered products to avoid rejection due to parameter mismatch.
  • Delivery scope: General delivery terms apply; the option for quantity variation up to 25% is allowed; extended timelines may apply based on delivery clause interpretation.
  • Registration requirement: Bidders must be MES-registered for the required goods/services as of bid opening date.
  • GST considerations: GST should be checked by bidders; reimbursement is as per actuals or applicable rates, up to quoted GST percentage.
  • Warranty/Support: No explicit warranty terms are stated in the summary; the MES framework typically implies post-sale support obligations.

Terms, Conditions & Eligibility

  • EMD/Performance: Not disclosed in the summary; bidders must prepare to satisfy standard EMD requirements for MES-approved tenders.
  • Experience/Turnover: Registration with MES is mandatory; financial standing terms require non-liquidation and solvency compliance.
  • Delivery Timeline: Delivery period guidelines reference the option clause and extended delivery calculations, with minimum 30 days implied for added quantity scenarios.
  • Payment Terms: GST reimbursement policy noted; payment terms include consideration of GST applicability and actual rates; exact payment milestones are not specified here.
  • Documentation: Upload Data Sheet(s) and evidence of MES registration; provide product compliance documents and financial solvency evidence.
  • Termination Clauses: Supplier termination rights exist for non-compliance, delivery failure, or failure to replace/rectify material within stipulated periods.
  • Contractual Flexibility: The purchaser reserves rights to adjust quantity up to 25% at contract award and during currency at contracted rates.
  • Risk Mitigation: Bidders must demonstrate ability to deliver across items requiring both consumables and office machines in a defense procurement setting.

Key Specifications

  • Xerox paper: A4 and Legal size, 10 reams per box

  • Marker pens, highlighters, sketch pens, pencils

  • Ball pens (blue, black, red), V7 pen variations

  • Digital copier and multifunction printer (MFM) compatibility with supplied toners

  • KYOCERA TASKalfa toner compatibility

  • INKJET photo paper 180 GSM, A4

  • Binder clips in multiple widths (51mm, 41mm, 32mm, 25mm, 19mm)

  • Staplers No 10 and 24 oblique, staples and pins

  • Tape, glue sticks, sticky notes, paper punches (DP-280), drawing pins

Terms & Conditions

  • Up to 25% quantity variation permitted at time of contract placement and during currency

  • MES registration mandatory; data sheets must match offered products

  • GST rate to be self-verified by bidders; reimbursement as per actuals or applicable rates

Important Clauses

Payment Terms

GST handling per bidder's rate; payment terms to be aligned with government standard procedures; confirm GST applicability during bid submission

Delivery Schedule

Delivery period governed by option clause; additional time formula: (Increased quantity ÷ Original quantity) × Original delivery period, minimum 30 days

Penalties/Liquidated Damages

Non-compliance or failure to deliver within stipulated timelines may trigger contract termination or LD as per standard government procurement norms

Bidder Eligibility

  • MES registration for required goods/services as of bid opening

  • Financial stability (no liquidation proceedings)

  • Data sheet conformity with offered products

Bill of Quantities (BOQ) 66 Items

Item # Title Description Quantity Unit Consignee Delivery (Days)
1 Xerox Paper Legal Size Box Containing 10 Reams Xerox Paper Legal Size Box Containing 10 Reams 11 nos ya@geno2 30
2 Marker pen Marker pen 40 nos ya@geno2 30
3 Highlighter Highlighter 51 pcs ya@geno2 30
4 Sketch Pen Sets Sketch Pen Sets 16 pkts ya@geno2 30
5 Xerox PaperA4 Size Box Containing 10 Reams Xerox PaperA4 Size Box Containing 10 Reams 27 nos ya@geno2 30
6 Marker pen Marker pen 38 nos ya@geno2 30
7 Pencil Sets Pencil Sets 15 pkts ya@geno2 30
8 V7 Pen Blue V7 Pen Blue 51 nos ya@geno2 30
9 Digital Copier and Multifunctional Copier machine FAX Machine Brother Toner Digital Copier and Multifunctional Copier machine FAX Machine Brother Toner 2 nos ya@geno2 30
10 KYOCERA TASKAlfa 3011i Toner Kyocera 7119 KYOCERA TASKAlfa 3011i Toner Kyocera 7119 1 nos ya@geno2 30
11 V 5 Pilot Pen V 5 Pilot Pen 76 nos ya@geno2 30
12 Ball Pen riffle blue Ball Pen riffle blue 300 nos ya@geno2 30
13 Ball Pen Black Ball Pen Black 53 nos ya@geno2 30
14 Ball Pen Red Ball Pen Red 50 nos ya@geno2 30
15 Brown Pencil Brown Pencil 15 nos ya@geno2 30
16 Calculator Calculator 15 nos ya@geno2 30
17 Rotering Pen Ink Rotering Pen Ink 4 btls ya@geno2 30
18 Borosile Glass Borosile Glass 10 set ya@geno2 30
19 Suitli Suitli 15 kg ya@geno2 30
20 Paper Punches DP-280 Paper Punches DP-280 5 nos ya@geno2 30
21 Drawing Pin Drawing Pin 4 pkts ya@geno2 30
22 V7 Pen Black V7 Pen Black 20 nos ya@geno2 30
23 Glue Stick Glue Stick 70 nos ya@geno2 30
24 Sticky Flags Yellow big size Sticky Flags Yellow big size 90 pkts ya@geno2 30
25 Carbon Paper Blue Carbon Paper Blue 5 pkts ya@geno2 30
26 Stapler No 10 small Stapler No 10 small 30 pkts ya@geno2 30
27 U Clip Plastic Coated U Clip Plastic Coated 40 box ya@geno2 30
28 Scale Steel 30 cm length Scale Steel 30 cm length 20 nos ya@geno2 30
29 sharpener sharpener 50 nos ya@geno2 30
30 Stapler Pins No 10 Stapler Pins No 10 200 box ya@geno2 30
31 Stapler Pins No 24 oblic 6 Stapler Pins No 24 oblic 6 150 box ya@geno2 30
32 Transparent Tape Adhesive one oblige two Transparent Tape Adhesive one oblige two 10 nos ya@geno2 30
33 Colour Tape Adhesiv one oblige two Colour Tape Adhesiv one oblige two 20 nos ya@geno2 30
34 Inkjet photo paper 180GSM size A4 oddy photo glossy Inkjet photo paper 180GSM size A4 oddy photo glossy 5 pkts ya@geno2 30
35 Binder clips 51mm Binder clips 51mm 20 pkts ya@geno2 30
36 Binder clips 41mm Binder clips 41mm 20 pkts ya@geno2 30
37 Binder clips 32mm Binder clips 32mm 20 pkts ya@geno2 30
38 Binder clips 25mm Binder clips 25mm 20 pkts ya@geno2 30
39 Binder clips 19mm Binder clips 19mm 20 pkts ya@geno2 30
40 Binder clips 15mm Binder clips 15mm 20 pkts ya@geno2 30
41 Paper Cutter blade Paper Cutter blade 30 nos ya@geno2 30
42 Eraser Big Size Eraser Big Size 40 box ya@geno2 30
43 Correction Pen White Fluid Correction Pen White Fluid 51 nos ya@geno2 30
44 Rotering Pen 3mm Rotering Pen 3mm 2 nos ya@geno2 30
45 Ball Pen Ball Pen 235 nos ya@geno2 30
46 Kyocera ECOSYS M2640idw Multifunction Machines MFM Compitalbe toner Kyocera ECOSYS M2640idw Multifunction Machines MFM Compitalbe toner 12 nos ya@geno2 30
47 Gum Bottle 700 ML Gum Bottle 700 ML 30 btls ya@geno2 30
48 Stamp Pad Ink Stamp Pad Ink 4 bottle ya@geno2 30
49 Register 4 quire 280 Register 4 quire 280 25 nos ya@geno2 30
50 Register 5 quire 350 Register 5 quire 350 25 nos ya@geno2 30
51 Register 6 quire 420 Register 6 quire 420 22 nos ya@geno2 30
52 Tag Small size good quality Tag Small size good quality 45 bundle ya@geno2 30
53 Cleaning Duster Cleaning Duster 106 pcs ya@geno2 30
54 Stick-it Note Pad in three colours Size 25mm into 75mm 120 Sheets one inch into three inch Stick-it Note Pad in three colours Size 25mm into 75mm 120 Sheets one inch into three inch 30 pkts ya@geno2 30
55 PenIn liue of normal pen PenIn liue of normal pen 21 pcs ya@geno2 30
56 Pen stand Pen stand 5 nos ya@geno2 30
57 Tranparent Cell Tape one inch Tranparent Cell Tape one inch 10 nos ya@geno2 30
58 Tag long size good quality Tag long size good quality 46 bundle ya@geno2 30
59 Computer mouse Computer mouse 10 nos ya@geno2 30
60 Pencil battery Pencil battery 50 nos ya@geno2 30
61 Add Gel Pen riffle Add Gel Pen riffle 50 nos ya@geno2 30
62 Gel Pen Gel Pen 60 nos ya@geno2 30
63 Lock and key Lock and key 20 nos ya@geno2 30
64 Register 2 quire Page 140 Register 2 quire Page 140 25 nos ya@geno2 30
65 Register 3 quire 210 Register 3 quire 210 26 nos ya@geno2 30
66 Register 8 quire Register 8 quire 25 nos ya@geno2 30

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Required Documents

1

GST registration certificate

2

PAN card

3

Experience certificates for similar supplies

4

Financial statements (audited if available)

5

EMD/Security deposit submission proof

6

Technical data sheets for all offered items

7

OEM authorization or dealer/distributor certificate

8

MES registration proof

9

Product datasheets matched to BOQ items

Frequently Asked Questions

How to participate in Indian Army stationery and office equipment tender 2025?

Bidders must be MES-registered for the required goods, submit Data Sheets with bid, provide GST details, and ensure data-sheet alignment with offered items. The bid requires PAN, financial statements, experience certificates, and OEM authorizations where applicable. Delivery terms follow the option clause providing up to 25% quantity flexibility.

What documents are required for MES tender participation in India Army procurement?

Required documents include GST certificate, PAN card, MES registration proof, data sheets for each offered item, experience certificates for similar supplies, financial statements, and OEM authorizations. Ensure all documents are up-to-date and match the data sheets to avoid rejection.

What are the key specifications for office copier and toner in this tender?

The tender requires a digital copier/MFM with compatible toners (KYOCERA/Brother). Provide data sheets showing model compatibility, toner part numbers, and warranty/support terms. Ensure KYOCERA TASKalfa toner compatibility as specified in the data sheets.

When is the delivery period and how does the option clause affect schedules?

Delivery terms allow up to 25% quantity variation; additional time is calculated as (Increased quantity ÷ Original quantity) × Original delivery period, with a minimum of 30 days. Delivery extensions may apply if the option clause is exercised during extended periods.

What is the GST guidance for bidders in Indian Army tenders?

Bidders must confirm applicable GST at quotation. GST reimbursement will be based on actual rates or the lower of the quoted GST rate. Ensure GST details are clearly stated in the bid and aligned with data sheets.

What constitutes MES eligibility and data-sheet conformity in this procurement?

Eligible bidders must be MES-registered for the required goods; provide Data Sheets for offered items and demonstrate parameter alignment. Any mismatch may lead to bid rejection, underscoring the need for precise product specifications and certification alignment.

What items are included under the 66 BOQ categories for this tender?

The BOQ encompasses 66 items including Xerox paper (A4/legal size), assorted pens, markers, sketch sets, pencils, inkjet photo paper, binders, punches, staplers, toners, and office accessories. Exact quantities per item are not disclosed, so bidders should plan for bulk procurement and confirm via the data sheets.