Annual Maintenance Service - Photocopier Machine - Photocopier Machines ( Monochrome , Laser , Sep
Inspector General Of Prisons
VADODARA, GUJARAT
Posted:
12 May 2025
Closed:
27 May 2025
GEM
GEM
Directorate General Of Civil Aviation Photocopier AMC Tender Chennai Tamil Nadu 2026
Bid Publish Date
03-Jul-2026, 4:38 pm
Bid End Date
13-Jul-2026, 5:00 pm
Value
₹1,00,000
Location
Progress
Issue03-Jul-2026, 4:38 pm
AwardPending
Quantity
3
Bid Type
Two Packet Bid
Key Highlights
- • OEM authorised service provider requirement for photocopier AMC
- • Eligibility requires local Chennai presence with GST/incorporation proof
- • 40-60 word response time targets: 4-8 hours urgent, 24 hours standard
- • PM schedule: 12 visits per year (monthly) with maintenance tasks
- • Site inspection report from DGCA prior to tender submission
- • Escalation matrix and toll-free service number mandatory
- • 25% quantity/duration variation allowed for contract
- • Annual service reporting and post-maintenance documentation
Categories
4
Tender Overview
The Directorate General Of Civil Aviation (DGCA) in Chennai, Tamil Nadu invites bids for Annual Maintenance Contract (AMC) for Photocopier Machines, including Monochrome and Laser models with Separate Drum & Toner, and Xerox devices. Estimated value is ₹100,000 with no explicit EMD stated. The scope encompasses on-site service, preventive maintenance, and ongoing support through an OEM-authorised service provider. A 25% flex clause allows variation in contract quantity or duration. Local bidder presence in Tamil Nadu is mandatory, with GST/incorporation proof required. Site inspection must be completed and uploaded from the DGCA contact before tender submission. This AMC emphasizes rapid response and structured reporting to DGCA operations.
Technical Specifications & Requirements
- Product category: Photocopier maintenance for Monochrome, Laser, Separate Drum & Toner, Mid Range devices; Xerox equipment; OEM-authorised service provider.
- Service scope: Unlimited service calls, 4-8 hour urgent response, 24-hour resolution for service calls; on-site technician visits; monthly preventive maintenance (12 per year).
- Deliverables: Detailed service reports for each call, annual summary, configuration/change documentation, and staff training on basic troubleshooting.
- Personnel and access: Local Chennai presence with GST and incorporation proof; site inspection report from DGCA prior to tender submission.
- Additional terms: Dedicated/toll-free service number; escalation matrix; 25% scope variation allowed for lumpsum contracts with consent.
Terms, Conditions & Eligibility
- Local eligibility: Vendor must have an office in Chennai state with proof (GST/incorporation).
- Documentation: Upload site inspection completion report from DGCA; maintain escalation matrix and toll-free support line.
- Service commitment: PM visits 12 times/year; response 4-8 hours; annual activity reports and configuration records.
- Compliance: Upload all certificates/documents requested in bid document and ATC; AMC entails calls, PMs, and staff training.
Key Specifications
-
Product/service: Annual Maintenance Contract for Photocopier Machines (Monochrome, Laser, Separate Drum & Toner, Mid Range) and Xerox devices
-
Estimated value: ₹100,000
-
Delivery/response: 4-8 hour urgent response; 24-hour standard response
-
PM visits: 12 per year; on-site preventive maintenance
-
Reporting: detailed service reports; annual summary; configuration logs
-
Qualification: vendor located in Chennai with GST and incorporation; site inspection report from DGCA
Terms & Conditions
-
EMD: Not specified in data; ensure alignment with DGCA terms
-
Delivery: On-site service within standard response times; PM visits monthly
-
Documentation: DGCA site inspection report required at submission
Important Clauses
Payment Terms
Not detailed; AMC likely on lump-sum basis with possible 25% variation with consent
Delivery Schedule
On-site service within 4-8 hours for urgent issues; 24 hours for routine service calls
Penalties/Liquidated Damages
Not specified; AMC terms imply SLA compliance through response times and PM visits
Bidder Eligibility
-
Chennai-based vendor with local service presence
-
GST registration and incorporation proof
-
Site inspection report from DGCA for tender submission
Additional Tender Data
Commercial Details
Tender Category
Service
Bid To RA
No
Bid To RA Enabled
No
Item Category
Annual Maintenance Service - Photocopier Machine - Photocopier Machines ( Monochrome , Laser , Separate Drum & Tonner, Mid Range); Xerox; OEM Authorised Service Provider
Authority Records
MINISTRY OF CIVIL AVIATION
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Documents 3
GeM-Bidding-9556433.pdf
Main Document
GEM General Terms and Conditions Document
GEM_GENERAL_TERMS_AND_CONDITIONS
GEM General Terms and Conditions Document
GEM_GENERAL_TERMS_AND_CONDITIONS
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Posted:
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Closed:
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GEM
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Historical Data
Required Documents
1
GST certificate
2
PAN card
3
Incorporation certificate
4
Site inspection completion report from DGCA
5
OEM authorisation/confirmation of authorised service provider
6
Proof of address for Chennai office
7
Past AMC/service experience certificates
8
Financial statements and tax compliance documents
Frequently Asked Questions
Key insights about TAMIL NADU tender market
How to bid for the photocopier AMC tender in Chennai 2026?
Bidders must be Chennai-based with GST and incorporation proof, upload DGCA site inspection report, and provide OEM authorised service credentials. Include PM and service call plans, escalation details, and 12 monthly PM visits. Ensure submission of all certificates requested in the bid document and ATC.
What documents are required for the Chennai photocopier AMC submission?
Required documents include GST certificate, PAN, incorporation proof, Chennai office address, DGCA site inspection report, OEM authorisation, past AMC certificates, and financial statements. Ensure all tender-specific certificates are uploaded as per Terms and Conditions and any corrigenda.
What are the service level expectations for on-site support?
The AMC requires on-site visits with unlimited service calls, 4-8 hour response times for urgent issues, and 24-hour resolution for service calls. Preventive maintenance is scheduled 12 times per year with monthly PM tasks and software updates as needed.
What is the expected PM schedule for the AMC in Tamil Nadu?
PM visits are scheduled 12 times per year, roughly once per month, with tasks including cleaning, connection checks, and updates. A monthly PM window should be maintained, with monthly reporting and change documentation as part of the AMC deliverables.
What is the required site inspection process for this tender?
Bidders must perform a site inspection and obtain a completion report from the DGCA designated person. The report must be uploaded during tender submission to verify local suitability and readiness for immediate service from a Chennai-based provider.
What are the key eligibility criteria for vendors in this DGCA tender?
Eligibility requires a Chennai office, GST and incorporation proof, OEM authorised service status, and documentation of prior service capability. The vendor must be able to provide on-site support within stated response times and furnish annual service reports and training materials.
What is the scope of the 25% variation clause in this AMC?
The contract allows a 25% increase in quantity or duration at tender issuance, with up to 25% scope expansion for lumpsum contracts upon mutual consent. Vendors must be prepared to adapt to revised scope without renegotiating rates.
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Documents 3
GeM-Bidding-9556433.pdf
Main Document
GEM General Terms and Conditions Document
GEM_GENERAL_TERMS_AND_CONDITIONS
GEM General Terms and Conditions Document
GEM_GENERAL_TERMS_AND_CONDITIONS