GEM

Police Commissioners Office Rajkot Annual Maintenance Service for Desktops, Laptops & Printers 2025 – HP, Canon, Brother, Samsung, Epson IS 550 compliant

Bid Publish Date

19-Nov-2025, 8:24 pm

Bid End Date

29-Nov-2025, 9:00 pm

Bid Opening Date

29-Nov-2025, 9:30 pm

EMD

₹30,000

Value

₹10,00,000

Location

RAJKOT , GUJARAT

Progress

Issue19-Nov-2025, 8:24 pm
AwardPending
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Quantity

314

Bid Type

Two Packet Bid

Categories 1

WATER LEVEL RECORDER

Tender Overview

The Police Commissioners Office Rajkot (Gujarat) invites bids for Annual Maintenance Service covering Desktops, Laptops and Peripherals including Printers from brands such as HP, Canon, Brother, Samsung, Epson, Pantum. Estimated value is ₹1,000,000 with an EMD of ₹30,000. Location is Rajkot, Gujarat, and the scope includes service and maintenance of multi-brand desktops, laptops, and monochrome/laser/ composite cartridge printers. Bidder must have a state-based service presence and a minimum of three years’ experience, with MSE eligibility for Gujarat state suppliers. A key differentiator is the reserved state MSE procurement benefit and the requirement for an on-file service office within the consignees’ state.

  • Organization: Police Commissioners Office Rajkot; Geography: Gujarat; Category: Annual Maintenance Service for Desktops, Laptops and Printers.
  • Estimated value: ₹1,000,000; EMD: ₹30,000; Service coverage: HP/Canon/Brother/Samsung/Epson/Pantum printers and related peripherals.
  • Distinguishing factors: local service office, three-year experience, online Udyam validation for MSE benefits, and 25% quantity/duration variation options.

Technical Specifications & Requirements

  • No explicit technical specs listed; bidders must rely on BOQ-independent scope: multi-brand maintenance for desktops, laptops, and printers (monochrome, laser, composite cartridge).
  • Key compliance signals include state-based service capability, service office within Gujarat, and demonstrated field experience. Documentation emphasis includes GST, PAN, Aadhaar, and prior service certificates.
  • EMD: ₹30,000; total estimated contract value: ₹1,000,000; acceptance of 25% variation in quantity or duration pre/post contract issuance.
  • Must provide OEM/brand support for listed manufacturers and maintain service SLAs aligned with government procurement expectations.

Terms, Conditions & Eligibility

  • EMD: ₹30,000 via demand draft or online payment; submission of proof and hardcopy within 5 days of bid end/opening.
  • Experience: minimum 3 years in similar maintenance services; provide experience certificate from the serviced organization.
  • MSE Reservation: Gujarat state-based Micro and Small Enterprises with valid Udyam Registration; bidders must be OEM/manufacturer to qualify for MSE benefits.
  • Documentation: GST Certificate (self-certified) + GST Returns (last 3 years), PAN, Aadhaar/Voter ID; service office in Gujarat is required. Payment terms and penalties will align with GeM terms and buyer-added clauses.
  • Time-to-delivery: not explicitly stated; compliance with standard procurement timelines and SOW will be inferred from Terms.

Key Specifications

  • Product/service: Annual Maintenance Service for DESKTOPS, LAPTOPS and PERIPHERALS including PRINTERS (Monochrome, Laser, Composite Cartridge)

  • Estimated contract value: ₹1,000,000; EMD: ₹30,000

  • Minimum experience: 3 years in relevant service delivery; provide organization-issued experience certificates

  • MSE reservation: from Gujarat state, with on-line Udyam validation and OEM/manufacturer status

  • Service presence: office of service provider located in the state of consignee (Gujarat)

  • Submission: GST certificate, PAN, Aadhaar; invoices and extra charges need to comply with excess settlement option up to defined percentage

Terms & Conditions

  • EMD amount: ₹30,000 via DD or online; hardcopy delivery within 5 days of bid end/opening

  • 25% variation: contract quantity or duration may vary by ±25% at bid issue and post-issuance

  • MSE reservation: Gujarat state-based, OEM/manufacturer eligible; Udyam registration validation required

Important Clauses

Payment Terms

EMD payable as ₹30,000; payment terms align with GeM terms; potential excess settlement up to a specified percentage with supporting documents

Delivery Schedule

No explicit delivery deadline stated; bids must meet common procurement timelines and service SLAs per government norms

Penalties/Liquidated Damages

Penalties relate to non-performance or delay as per standard GeM buyer terms; specific LD rate not disclosed in data

Bidder Eligibility

  • Minimum three years of maintenance service experience for desktops, laptops, and printers

  • Gujarat-based service office; OEM/brand support for HP, Canon, Brother, Samsung, Epson, Pantum

  • Udyam Registration validation; MSE status for Gujarat state bidders

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Required Documents

1

GST Certificate (self-certified) and GST Returns for the last three financial years

2

PAN Card Copy

3

Aadhaar Card/Voter ID Copy

4

Experience Certificate(s) showing at least three years of service in maintenance for desktops, laptops, and printers

5

OEM authorization or proof of brand support for HP, Canon, Brother, Samsung, Epson, Pantum

6

Proof of service office located in Gujarat (state of consignee)

7

DD/online payment proof for EMD ₹30,000 and scanned copy of DD if used

8

Bid documents demonstrating compliance with MSE state reservation (Udyam Registration validation)

Frequently Asked Questions

Key insights about GUJARAT tender market

How to bid for the Rajkot police maintenance tender 2025?

Bidders must submit GST, PAN, Aadhaar, and 3+ years of service experience with an OEM authorization. EMD ₹30,000 via DD or online, plus proof of a Gujarat-based service office. Ensure Udyam registration validation for MSE benefits and respond to the 25% variation clause in quantity/duration.

What documents are required for the Gujarat AMS tender submission?

Required documents include GST certificate and returns (last 3 years), PAN, Aadhaar/Voter ID, 3-year experience certificates, OEM authorizations for HP/Canon/Brother/Samsung/Epson/Pantum, and proof of a Gujarat service office; EMD proof must accompany the bid.

Which brands are covered under the printer AMS scope in this tender?

The scope includes printers and peripherals from HP, Canon, Brother, Samsung, Epson, Pantum with multi-brand maintenance coverage on desktops and laptops; vendor must support these OEMs and provide service SLAs.

What is the EMD amount and its payment method for this bid?

EMD is ₹30,000; payment may be made by Demand Draft in favor of the Police Commissioner, Rajkot, or online. Document the DD proof with the bid and deliver the hard copy within 5 days of bid end/opening.

Are there special eligibility rules for Micro and Small Enterprises in Gujarat?

Yes. MSE bidders with valid Udyam Registration can access reserved procurement; however, they must be the OEM/manufacturer for the offered product and have online validation through Udyam and buyer verification.

What is the basis for the 25% variation clause in this tender?

The buyer may adjust contract quantity or duration by up to 25% at the contract issue, and after issuance, increments remain limited to 25%; bidders must accept revised quantities/durations and adjust pricing accordingly.

What are the expected payment terms after delivery for AMS services?

Payment terms align with government GeM terms; specific terms are not disclosed but will follow standard SPS with possible milestone-based payments after service acceptance and SLAs; bidders should anticipate documentation for service performance and invoicing.

What conditions apply to offering excess settlement charges?

Excess settlement allows additional charges up to a defined percentage of the item-level total value; bidders must declare applicability during invoice generation and attach mandatory supporting documents; total invoice value must stay within agreed excess percentage.