Installation of Two (2) nos. of Photo Copier Machine having Multi Functions facilities with Operator and Paper on Annual Rate Contract base for One Year

Physical Submission of Technical Bid and

other required Documents etc. (Hard Date : 29-06- 2026 , up to 16:00 Hrs.

Bid Validity Period 120 days from the date of opening

Tender Fee & EMD submitted in the form of

Demand Draft only

The bid should be submitted on or before the time

stipulated in this Tender notice.

Opening of Technical bids Date: 29-06- 2026 Time- 16:00 Hrs.,

All bids are to be submitted strictly as per the terms and conditions and formats given in the bid document.

Conditional Bids will not be accepted.

Tender PRO No. 165/2/2026-27 Page 2 of

Sr. No. Particulars Page No.

1 Instructions to Bidders

2 General Terms and Conditions

Tender PRO No. 165/2/2026-27 Page 3 of

Instructions to Bidders

1.0 ELIGIBILITY CRITERIA:

The bidder is required to fulfill the qualification criteria as mentioned below.

1.1 Organization should be registered with appropriate local authority. (Proof of such

registration will have to be submitted.)

1.2 Organization should have Average Annual Turnover of ` 18,00,000 (Eighteen Lakhs) or

more in last three financial years. (Chartered Accountant certificate certifying the turnover

of last three financial years is required to be attached.)

All the Relevant Certificates / Documents in support of fulfillment of eligibility criteria

must be submitted otherwise tender will not be considered.

2.0 BID SUBMISSION PROCEDURE:

2.1 The bids should be duly sealed and addressed to:

Press Department,

Vadodara Municipal Corporation,

Semi Basement, Padmavati Shopping Centre,

Nr. Sursagar Lake, Opp. Nyay Mandir,

The bidders are required to submit physical bid only via through Registered Post or Speed

Post on or before due date and time.

2.2 Tender should be in clearly sealed envelope and marked as ‘Technical Proposal’ envelope

with following identification: Tender document for “Installation of Two (2) nos. of Photo

Copier Machine having Multi Functions facilities with Operator and Paper”. The

proposal must also contain a covering letter duly signed by the authorized person, Bid

Processing Fees and EMD.

2.3 Technical bid cover will be opened at the time of opening of the tender. After evaluation if

it found that technical bid submitted by the bidder is as per the terms and conditions of the

tender and bidder satisfies all the requirements and eligibility criteria as per the tender

document then and only then commercial bid of the tenderer, submitted through e-

tendering will be opened.

3.0 COMMERCIAL BID SUBMISSION:

The commercial bid submission should be done online only on the website

https://tender.nprocure.com on or before the time stipulated in tender notice.

4.0 ONE BID PER BIDDER:

Each bidder shall submit only one bid. A bidder who submits more than one bid shall be

Tender PRO No. 165/2/2026-27 Page 4 of

5.0 BID DOCUMENTS:

5.1 The bidder is required to download and print the bid documents. The bidder must sign each

document, fill the required information as given in the bid documents including price

document. Attach all the necessary documents as mentioned in tender document and submit

to the office of Press Department, Vadodara Municipal Corporation, Vadodara within

or before the time stipulated in this Tender notice.

5.2 The bidder is expected to examine all instructions carefully, conditions of contract, contract

data, forms, terms, technical specifications, quantities, etc., Failure to comply with the

requirements of the bid document shall be at the bidder's own risk.

6.0 LANGUAGE OF BID:

All documents relating to the bid shall be in English language. However, documents such

as certificates and other enclosures to the bid document can be in any language.

7.0 BID VALIDITY:

Bids shall remain valid for period not less than 120 days after the bid closing date. A bid

valid for a shorter period shall be rejected by the Employer as nonresponsive. In

exceptional circumstances, prior to expiry of the validity, the Vadodara Municipal

Corporation may request the bidders to extend the period of validity for a specific

additional period.

8.0 EARNEST MONEY DEPOSIT (EMD):

8.1 Earnest money Deposit (EMD) shall be ` 18,000 -00 must be submitted along with the

proposal in the form of Demand Draft / drawn in favor of Municipal Commissioner

Vadodara payable at Vadodara. EMD in any other form shall not be accepted.

8.2 Tender not accompanied by EMD shall be rejected as non-responsive.

8.3 No interest shall be payable by VMC for the sum deposited as EMD.

8.4 No bank guarantee will be accepted in lieu of the EMD.

The EMD shall be forfeited by the VMC in the following events:

i. If proposal is withdrawn during the validity period or any extension thereof.

ii. If the proposal is varied or modified in a manner not acceptable to VMC after opening

of tender during the validity period or any extension thereof.

iii. If the agency tries to influence the evaluation process.

iv. If the agency withdraw its proposal during evaluation tenure.

9.0 BID PROCESSING FEES:

9.1 Organisation is also required to pay ` 2000/- (Two Thousand only) towards Bid

Processing Fees in the form of Demand Draft drawn in favor of Municipal Commissioner

Vadodara payable at Vadodara. The Bid Processing Fee is Non-Refundable.

9.2 Please note that the proposal, which does not include the bid processing fees, would be

Tender PRO No. 165/2/2026-27 Page 5 of

10.0 ALTERNATIVE PROPOSALS BY BIDDERS:

Conditional offer or Alternative offers will not be considered in the process of tender

11.0 AWARD OF CONTRACT:

Vadodara Municipal Corporation will award the Contract to the Bidder whose offer has

been determined to be lowest and is eligible in accordance with qualifying criteria. The

authority may hold negotiations with the Preferred Bidder.

12.0 SECURITY DEPOSIT:

Successful Bidder shall submit Performance Security to Vadodara Municipal Corporation

within 10 days from the LOA, in the form of Demand Draft for amount of 3 % of the total

tender amount. (Demand Draft drawn in favor of Municipal Commissioner, Vadodara)

13.0 SIGNING OF CONTRACT:

Selected Party shall enter in to an agreement with Vadodara Municipal Corporation on

Rs. 300 Stamp Paper in prescribed format.

14.0 RIGHT TO VARY QUANTITIES:

Vadodara Municipal Corporation reserves the right, at the time of award of Contract or

during the contract period, to increase or decrease the requirement. Corporation also

reserves the right for division of scope of work or limiting the scope of work.

15.0 DURATION OF CONTRACT:

Under normal circumstances the contract shall be valid for a period of ONE YEAR from

date of award of contract. However contract may be extended for further period of 12 months on

the same rate and terms & conditions if agreed by the contractor and the Vadodara Municipal

Tender PRO No. 165/2/2026-27 Page 6 of

16.0 DISQUALIFICATION OF TENDER:

The application is liable to be rejected if:

i. The application is not covered in proper sealed cover with superscription as indicated in

ii. Not in prescribed form and not containing all required details.

iii. Not properly signed.

iv. Not received by Press Department of VMC on/before last date of submission

17.0 RIGHT TO ACCEPT ANY BID AND TO REJECT ANY OR ALL

Municipal Commissioner, Vadodara Municipal Corporation reserves the right to accept or

reject any bid or all bids at any time prior to award of Contract, without assigning any

reason at any time at any stage.

18.0 RULES & REGULATIONS:

The contractor have to fulfill the conditions of contract of Labour Regulations Abolition

Act and other applicable laws & Government Act, Rules and Furnish the records failing to

which payment will not be made.

Tender PRO No. 165/2/2026-27 Page 7 of

General Terms and Conditions

1.1 The organization has to quote the rate COPY PER SIDE including all Taxes.

1.2 Rates must be quoted strictly in accordance with the specification mentioned in the tender

2.1 100 % monthly payment will be made to the agency as per receipt of bills of photo copies

duly certified by officer in charge and the photo copies comply with our requirement.

2.2 No interest will be chargeable to party, if the payment is delayed.

2.3 For the Bill Payment, selected party has to submit Tax Invoice (with GST break-up).

2.4 TDS applicable will be deducted from the payable amount of the bill.

3.1 Within one month from the date of issue of work order.

4.0 PENALTY FOR LATE DELIVERY:

4.1 VMC will levy penalty at the rate of 0.5 % value of supply order per week or part thereof

subject to maximum of 10 % of the Total ‘Accepted Project Cost’ of the services to be

provided by the agency in case the agency fails to provide the services specified by the

VMC in the pre-confirmed time schedule.

4.2 In the event of unsatisfactory performance of contract or in the event of any complaint

regarding malfunction irrespective of copying accounting or paper used etc. the contract

will be cancelled and balance work will be done at your risk and cost.

5.0 DIFFICULTIES AND DISPUTES:

Any difficulties or disputes that may arise on account of interpretation or implementation

of this agreement shall be referred to Municipal Commissioner, Vadodara Municipal

Corporation, Vadodara. If amicable solution could not be arrived at then the dispute or

difficulties shall be placed before High level Authorities whose decision shall be final and

binding to both the parties to this agreement. The entire contract is subject to competent

court at Vadodara Jurisdiction.

Tender PRO No. 165/2/2026-27 Page 8 of

Rate Applicable Total

Sr. Item & (Copy per Side)

No. Description GST (%)

Photo Copy on A4 size paper of

1 70 GSM (B/W) To be filled online only

Photo Copy on Full Scape size paper of No.

2 70 GSM (B/W) (Copy To be filled online only

(215 mm X 345 mm) per Side)

Photo Copy on A3 size paper of

3 70 GSM (B/W) To be filled online only

 The bidder is required to quote their offer in online bidding system only. While

submitting the hard copy of the tender to the Press Department, Vadodara Municipal

 Clearly mention the price and the amount of the taxes separately.

 Among the prices quoted by the contractors as per item rate, the lowest quoted price will

be taken into account for A4 size and the highest quoted price will be taken into account

Tender PRO No. 165/2/2026-27 Page 9 of

Organization Details

Details Details to be filled

Name of Company

Name of the Contact Person

Type of Company

3 (Proprietorship/ Partnership/Private

Limited/ Public Limited )

(Attach copy) Date :

All documents for the above information are required to be submitted duly self attested and original copy

should be made available as and when required by VMC.

Signature of the Bidder

Tender PRO No. 165/2/2026-27 Page 10 of

(To be executed on company letterhead)

Declaration Form

Municipal Commissioner,

Vadodara Municipal Corporation,

I / We hereby offer regarding Installation of Two (2) nos. of Photo Copier Machine having

Multi Functions facilities with Operator and Paper as per details specified in the tender at the

I / We know that the submission of incorrect or incomplete information, and / incorrect format

with arithmetical errors in compilation of the data would be at the applicant’s sole risk and the

decision of Vadodara Municipal Corporation in such cases would be final and binding.

I / We enclosed herein the proof / copies of document as given in tender document, serially

numbered, signed, affixed with the Organization stamp and submit it together with undertaking on

Organization letter head.

I / We know the details filled in and enclosures attached in the tender document submitted by me

are true to my / our best of knowledge.

I / We have read and understood all the terms and conditions mentioned above in the tender

document and agree to abide by them.

Signature of Bidder:

Tender PRO No. 165/2/2026-27 Page 11 of

(Details of Machinery)

MACHINE No. (1) MACHINE No. (2)

Yes/ Name of Name of

No. Specifications Description Machine/Make/Model Machine/Make/Model

(please mention here) (please mention here)

1 Speed Min. 35 ppm

2 Resolution 600 X 600 dpi

3 Scanning Standard

4 Duplexing Standard

5 Paper Size A4, Full Scape, A3

Standard 2 Tray

(500 Sheets each)

Inbuilt day to day

7 Counting auto copy

counting facility

8 USB supported interface std.

9 Other Features Attach Separately

 Higher configuration will be considered against minimum required specification.

 All specifications described above are required to be filled with authorized sign & stamp

otherwise tender will not be considered. (Machinery bill copy required to be submit)

Name & Signature of Bidder:

Seal of the firm should be affixed:

Tender PRO No. 165/2/2026-27 Page 12 of

(Check list for Tenderers to be submitted and uploaded along with Tender)

The following documents are to be submitted and uploaded:

Please give the Page No. to entire set of Tender and documents submitted and uploaded

Sr. Submitted & Total

No. Uploaded Page No. :

Whether Demand Draft for Tender Fee is uploaded and Yes /

placed in the cover? No

Whether Demand Draft for EMD is uploaded and placed Yes/

in the cover? No

Whether Tender Documents are uploaded and submitted? Yes/ Page

3 (All the pages of the tender are to be filled properly, signed and

Whether Registration Certificate of Organization/ Firm is Yes / Page

uploaded and submitted? No No. : _____

Whether Copy of GST Registration Certificate is uploaded Yes / Page

and submitted? No No. : _____

6 Whether Copy of PAN card is uploaded and submitted?

Whether Copy of Income Tax return of last three financial

7 years (2022-23, 2023-24, 2024-25) is uploaded and

Whether Copy of Professional Tax Receipt of current year

8 is uploaded and submitted? (Doing business within Vadodara

Municipal Corporation limits)

Organization Average Annual Turnover Certificate for last

three financial years is uploaded and submitted? Yes / Page

(Rs. 18 lakh or more from Chartered Accountant)

Whether paper samples are submitted and placed in the

(as per technical specification: Section -2)

11 Whether Annexure- 1 is uploaded and submitted?

12 Whether Annexure- 2 is uploaded and submitted?

13 Whether Annexure- 3 is uploaded and submitted?

Tender PRO No. 165/2/2026-27 Page 13 of