Supply of Copier Papers

Bid Submission for Technical Technical Bid Online and Physical submission

Documents through RPAD or Speed post only

Date and Time of Online Submission Date : 15-06- 2026 to 25-06-

of Tender Form/Price Bid Time- 16:00 Hrs.

Physical Submission of Technical Bid

and other required Documents etc. 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. 165/1/2026-27 Page 2 of

Sr. No. Particulars Page No.

1 Instructions to Bidders

2 General Terms and Conditions

3 Specifications and Technical Details

Tender PRO No. 165/1/2026-27 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 and uploaded.)

1.2 Organization should have Average Annual Turnover of ` 20,00,000 (Twenty

Lakhs) or more in last three financial years. The total turnover of last three financial

years should not be less than activities related to supply of copier papers. (Chartered

Accountant certificate certifying the turnover of last three financial years is required

to be attached and uploaded.)

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

criteria must be submitted and uploaded 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 upload Technical Bid Online and Hardcopy of Technical

Bid should be Submitted via through Registered Post or Speed Post on or before due

2.2 Tender should be in clearly sealed and marked envelope with following identification:

Tender document for “Supply of Copier Paper"

The Main Envelop should be comprised with 2 (two) sub envelops as described

Envelope- I: Marked „Technical Proposal‟ at the top of the envelop, should

contain all the detail mentioned in tender document. The proposal

must also contain a covering letter duly signed by the authorized

person, Bid Processing Fees and EMD.

Envelope –II: Samples of Copier Paper.

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

evaluation (Both Online & Offline Documents) 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.

Tender PRO No. 165/1/2026-27 Page 4 of

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 disqualified.

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 via through Registered Post or Speed Post 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 ` 19,120 -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

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.

Tender PRO No. 165/1/2026-27 Page 5 of

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-

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

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 item wise 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.

Tender PRO No. 165/1/2026-27 Page 6 of

15.0 DISQUALIFICATION OF TENDER:

The application is liable to be rejected if:

i. All the pages of the tender are to be filled properly, signed and stamped.

Further, above mentioned all the pages of the tender have to be mandatorily

uploaded online on N-Procure portal along with all supporting documents as

mentioned in the Tender and submit Offline. In case of non-submission of online

DDs of Tender Fees and EMD, Signed and Stamped Tender Form with all

required documents the tender is liable to be rejected.

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

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

iv. Not properly signed.

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

16.0 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.

Tender PRO No. 165/1/2026-27 Page 7 of

General Terms and Conditions

1.1 The organization has to quote the rate per Ream/Packet inclusive of all relevant

expenses, Loading, Transportation & Unloading at Press godown.

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

1.3 Clearly mention the price and the amount of the GST separately.

2.1 100 % of the invoice amount will be paid as per norms of Vadodara Municipal

Corporation after the satisfactory supply of materials at the destination.

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 The materials are to be supplied within 30 days after issuing the purchase order.

3.2 The materials shall be delivered at Press Go down, Press Department, Vadodara

Municipal Corporation (1st Floor, Padmavati Shopping Centre, Vadodara). The

party is required to bear the loading / unloading and transportation charges towards

supply of materials.

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 However, for late delivery approval for extension of delivery period should be

obtained failing which goods are likely to be rejected and returned at your costs.

Vadodara Municipal Corporation may extend the delivery period without levy of late

delivery on valid grounds are there for delay in supply of materials.

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. 165/1/2026-27 Page 8 of

Specifications and Technical Details

Sr. Name of Appx.

Item & Description Unit

No. Make/Mill Qty.

1 Copier Paper (A4) (A) JK RED

Size: 21.0 X 29.7 (cm) 1 Ream

(B) BILT Alpha Power

GSM: 75 (500 Paper) Packets

(C) WEST COAST (Copy Gold)

Net Weight: 2.30/2.34 kg

 All the relevant paper samples described above are required to be attached with written

specification and authorized sign & stamp otherwise tender will not be considered.

 The reference sample can be seen at the above address during working hours on the

 Vadodara Municipal Corporation reserves its right for addition/deletion in the quantity

according to the requirement.

Tender PRO No. 165/1/2026-27 Page 9 of

Sr. Item & Appx. Rate GST Rate Total

Unit (as per unit) (with GST)

No. Description Qty. ` ps

1 Copier Paper (A4) To be filled online only

(500 Paper) Packets

 Item description as per specification at Section 3 (Item no. 1)

 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 Corporation, the

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

 Price Bid shall be evaluated based on Total Amount (Item Wise) as specified in Column H

 Price Bid shall be evaluated based on Total Amount (Item Wise) as specified in Column H

 The rates quoted by the Bidder shall be inclusive of transportation/fares, loading and

unloading labor charges at go-down.

 Rates for addition/deletion in the quantity will remain the same.

Tender PRO No. 165/1/2026-27 Page 10 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. 165/1/2026-27 Page 11 of

(To be executed on company letterhead)

Declaration Form

Municipal Commissioner,

Vadodara Municipal Corporation,

I / We hereby offer to supply of copier 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

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 and uploaded 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. 165/1/2026-27 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

Documents Submitted Total Page No. :

Whether Demand Draft for Tender Fee is Yes /

uploaded and placed in the cover? No -

Whether Demand Draft for EMD is uploaded and Yes/

placed in the cover? No -

Tender Document Yes/

3 (All the pages of the tender are to be filled properly, Page No. :

signed and stamped.)

Whether Registration Certificate of Organization/ Yes /

Firm is uploaded and submitted? No

Whether Copy of GST Registration Certificate is Yes /

uploaded and submitted? No

Whether Copy of PAN card is uploaded and Yes /

Whether Copy of Income Tax return of last three

7 financial years (2022-23, 2023-24, 2024-25) is Page No. :

uploaded and submitted?

Whether Copy of Professional Tax Receipt of

current year is uploaded and submitted? (Doing Yes /

business within Vadodara Municipal Corporation No

Organization Average Annual Turnover

Certificate for last three financial years is

9 uploaded and submitted? Page No. :

(Rs. 20 lakh or more from Chartered Accountant)

Whether samples are submitted? Yes /

(as per technical specification: Section -3) No

Yes / Page No.:

11 Whether Annexure- 1 is uploaded and submitted?

Yes / Page No.:

12 Whether Annexure- 2 is uploaded and submitted?

Tender PRO No. 165/1/2026-27 Page 13 of