Southern Railway Photocopying & Printing Service Tender Tiruchirappalli Tamil Nadu 2026 Monochrome Copier Network ADF

Tender Overview

The Southern Railway invites bids for a Printing and Photocopying Service – Monochrome onsite copier rental at Tiruchirappalli, with a two-year contract (2 APRIL 2026 to 1 APRIL 2028). The agreement supports Scan, Print, Copy, Network, Duplex, ADF features, with quarterly payments and a maximum 25% quantity/duration adjustment. Delivery of the copier within one week of confirmed order; initial service under an Annual Hiring & Maintenance Contract (AHMC) excluding stationery, labour, and electricity. The successful bidder must establish a local service office in the consignee state and provide dedicated support. The estimated value indicates a moderate-scale procurement (~₹84,000) and a structured payment regime. A unique clause allows volume adjustments up to 25% and a single end-use site at the DRM Office complex in Tiruchirappalli.

Technical Specifications & Requirements

• Product/Service: Onsite monochrome photocopying and networked copier rental with scanning, duplex printing, and ADF capability
• Key features: Scan, Print, Copy, Network, Duplex, ADF
• Delivery: Copier delivered within one week of order confirmation to Southern Railway DRM Office Complex, Tiruchirappalli
• Maintenance: AHMC-comprising spares and consumables except stationery, labour, electricity; training provided
• Rates/Validity: Fixed rates for the currency of contract; no mid-contract price increases
• Payment regime: Quarterly payments; SD deduction at 10% of bill amount up to 5% of agreement value
• Clauses: 25% quantity/duration adjustment permitted at issue and post-issuance; office of service provider required in consignee state
• Documentation required at supply: Tax Invoice, Bank Mandate, PAN, GST Certificate, Annual Turnover certificate (IREPS-verified)
• Address for services: Southern Railway DRM Office Complex, Tiruchirappalli Junction

Terms, Conditions & Eligibility

• EMS/SDD: Security deposit deduction 10% of bill, cap at 5% of agreement value; quarterly payments
• Delivery: Copier installation at DRM Office Complex, Tiruchirappalli within one week of order confirmation
• Documents to submit: GST certificate, PAN card, Bank Mandate, Tax Invoice, Annual Turnover certificate (IREPS-verified)
• Service ability: Dedicated toll-free support line; local service office in consignee state
• Contract duration: 2 years (2 Apr 2026 to 1 Apr 2028) with potential renewal; 25% quantity/duration adjustability
• Training: Supplier to provide operator training; AHMC to cover maintenance; spares/consumables scope defined
• Impressions clause: Additional copies beyond 12,000/month billed at 20/100 pages for A4 copies; adjustments apply to future months
• Reporting: Regular quarterly payments and performance adherence required for renewal consideration