Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery and Preventive Maintenance of Toner Cartridges of Various Printers installed at GEDA Year 2026-27

Interested parties are required to fill in the requisite details and submit their Technical Bid

and Financial Bid along with a non-refundable Tender fee and EMD, as per the details

S.No. Item description

Tender for Annual Rate Contract (ARC) for

Refilling, Servicing, Collection, Delivery and

Preventive Maintenance of Toner Cartridges of

Various Printers installed at GEDA

A separate Tender Fee and EMD shall be submitted in favour of Gujarat Energy

Development Agency, payable at Gandhinagar, either in the form of a Demand Draft or a

Bank Guarantee issued by any of the banks listed in Annexure-10 of the Bid Document. The

Bank Guarantee, if submitted, shall be valid for a period of Six months with an additional

grace period of two months.

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

The Tender schedule is as follows:

No. Tender Schedule Date Time

1. Online Bid Submission Start Date 23/07/2026 12.00 p.m.

2. Last Date of Physical Submission in GEDA 18/08/2026 02.00 p.m.

4. Online Bid Submission End Date 18/08/2026 12.00 p.m.

5. Bid Opening in GEDA Office 18/08/2026 03.00 p.m.

Director, GEDA reserves the right to reject any/all offers without assigning any reasons

Gujarat Energy Development Agency, Gandhinagar

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

1. INSTRUCTIONS TO BIDDERS

1. Bid documents will be available on https://tender.nprocure.com until the date

specified in the tender advertisement.

2. Bidders must register on the nProcure portal and procure a legally valid Digital

Signature Certificate (DSC) as per the Information Technology Act,

3. All bids shall be digitally signed. Physical submission of the Price Bid will disqualify the

Bidder. Offers in physical form only shall not be accepted under any circumstance.

4. Conditional bids with any deviations shall not be accepted.

5. Bids without Tender Fee or EMD, or both, or which do not fulfil conditions as

mentioned in the tender shall be summarily rejected.

6. GEDA reserves the right to reject any or all bids or split the work between more than

one Bidder without assigning any reason thereof.

7. Erasures and other changes shall be initialled (signed and stamped) by the authorized

8. Offers of only those firms or individuals who are technically capable and sound for

providing such services as per Eligibility Criteria and who give satisfactory evidence of

such experience shall only be considered.

9. Self-certified copies of documents shall be submitted. Originals must be produced for

verification upon request.

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

2. ELIGIBILITY CRITERIA FOR BIDDERS

The bidder shall satisfy the following eligibility criteria and submit documentary evidence in

support thereof:

Sr. Eligibility Criteria Documentary Evidence

1 The bidder shall be a Proprietorship Firm, Registration Certificate /

Partnership Firm, LLP, Private Limited Company, Certificate of Incorporation /

Public Limited Company, Co-operative Society, or Partnership Deed / Shop &

any other legal entity registered under the Establishment Certificate, as

applicable laws of India. applicable.

2 The bidder shall possess a valid Permanent Account Self-certified copy of PAN

Number (PAN). Card.

3 The bidder shall possess a valid Goods and Services Self-certified copy of GST

Tax (GST) Registration. Registration Certificate.

4 The bidder shall have a minimum three (03) year's Copies of Work Orders /

experience in toner cartridge refilling, servicing, Completion Certificates /

maintenance, repair, or supply of printer Client Certificates.

consumables as on the last date of bid submission.

5 The bidder shall have successfully executed at least Copies of Work Orders and

three (03) similar work orders during the last three Completion Certificates /

(03) financial years for Government Departments, Performance Certificates.

PSUs, Autonomous Bodies, Local Authorities,

Educational Institutions, Banks, or reputed private

6 The bidder shall have an operational office/service Address Proof / Rent

centre in Gandhinagar or Ahmedabad Municipality Agreement / Electricity Bill /

area (Gujarat) or shall establish one within 30 days Undertaking.

from the date of award of contract.

7 The bidder shall have adequate infrastructure, Self-declaration on the

tools, equipment, and trained technical manpower bidder's letterhead.

for carrying out on-site refilling, servicing, and

preventive maintenance.

8 The bidder shall not have been blacklisted, Self-declaration as per

debarred, or banned by any Central Government, Annexure.

State Government, PSU, Autonomous Body, or

Statutory Authority as on the last date of bid

9 The bidder shall submit an unconditional Tender Acceptance Letter as

acceptance of all terms and conditions of the Tender per Annexure.

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

ADDITIONAL TERMS FOR ELIGIBILITY CRITERIA FOR BIDDERS

1. Consortium, Joint Venture (JV), or sub-contracting shall not be permitted unless

specifically approved by GEDA.

2. Conditional bids shall not be considered and shall be liable for rejection.

3. The bidder shall provide on-site refilling, servicing, and preventive maintenance

services through qualified technical personnel.

4. GEDA reserves the right to verify the information and documents submitted by the

bidder at any stage of the tender process.

5. Mere fulfilment of the eligibility criteria shall not confer any right upon the bidder

for award of the contract.

6. GEDA may seek additional documents or clarifications from the bidder, if required,

during technical evaluation.

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

3. GENERAL TERMS AND CONDITIONS

1. Deemed Examination, Clarifications and Acceptance

The Bidder shall be deemed to have carefully examined, understood, and accepted all

documents, specifications, terms, and conditions. Queries shall be submitted in writing

within seven (7) calendar days from the date of Tender announcement and in any case prior

to bid submission. No representation, query, or request submitted after this period shall be

entertained. Clarifications issued by GEDA shall be final and binding.

2. Bidder's Responsibility to Understand Scope

Before submission, Bidders shall satisfy themselves fully regarding the scope of work,

technical requirements, site conditions, and all other relevant factors. Ignorance or

misunderstanding shall not constitute a ground for deviation, claim, or dispute.

3. Submission of Offers – Mode and Timelines

(a) Online Offers shall be submitted complete via https://tender.nprocure.com.

(b) Physical bid document shall be received at GEDA office only up to the date and time in

the Tender Notice.

(c) Late submissions, shall be summarily rejected.

4. Superscription of Physical Bid Envelopes

Physical bid documents shall be placed in sealed envelopes clearly superscribed with:

" Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery and

Preventive Maintenance of Toner Cartridges of Various Printers installed at GEDA."

Envelopes not bearing this exact superscription may be rejected without opening.

5. Language of Submission

All information, declarations, and documents shall be submitted in English only. Any

document in another language must be accompanied by a duly certified English translation.

6. Mandatory Signing, Stamping and Authentication

(a) Every page of the Tender document shall be duly signed and stamped by the Bidder or

its authorized signatory.

(b) Any erasure, overwriting, or correction shall be duly initialed, signed, and stamped by the

authorized signatory.

(c) Failure to sign/stamp any page, or unauthenticated changes, shall render the Offer non-

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

compliant and liable for rejection.

7. Prohibition on Influence

Any attempt by the Bidder, its representative, or agent to influence the decision regarding

the Offer shall render the Offer liable to summary rejection.

8. Relationship with GEDA Employees

The Bidder shall submit an undertaking per Annexure-3 on company letterhead confirming

that none of its partners, directors, or key personnel are related to any GEDA employee.

9. Document Submission, Verification and Evidence

(a) Bidders shall submit self-certified copies of all supporting documents.

(b) Original documents must be produced for verification by GEDA officials upon request.

(c) Details of similar work executed only within the last three (3) years, with copies of

work orders and completion certificates, must be attached.

(d) GEDA's verification and acceptance of documents shall be final. Submission of false,

forged, or misleading documents shall attract consequences as mentioned in this tender.

10. "No Deviations" Declaration Mandatory

(a) Any deviation from the Tender bid document shall not be accepted.

(b) Bidder shall submit an undertaking regarding no deviation from tender terms as per

11. Consequences of Misrepresentation, Fraud or Withdrawal

If any information is found false, concealed, or incorrect at any stage, the Offer may be

immediately rejected. The Bidder may be debarred from all business with GEDA for three

(3) years, and EMD shall stand forfeited absolutely. This is without prejudice to any other

legal or contractual remedies available to GEDA, including civil/criminal proceedings.

12. Tender Fee and Earnest Money Deposit (EMD)

(a) All Tenders shall be accompanied by requisite Tender Fee and EMD as specified in the

(b) Any Tender not accompanied by adequate Tender Fee and EMD in conforming format

shall be summarily disqualified.

(c) No relaxation or exemption shall be granted except under the Gujarat State Procurement

Policy, 2024 dated 14.03.2024, subject to submission of valid proof. Bidder seeking

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

exemption shall submit Annexure-6.

(d) EMD shall be submitted as Demand Draft/Bank Guarantee as mentioned in Annexure.

13. Submission of Tender Fee and EMD – Format and Bank List

(a) Tender Document Fee: Demand Draft in favour of Gujarat Energy Development

Agency, payable at Gandhinagar.

(b) EMD: Demand Draft or Bank Guarantee from banks listed in Annexure- Z. Bank

Guarantee valid for six months with two months additional grace period.

(c) Non-compliance shall result in Bid rejection.

14. Return of EMD to Unsuccessful Bidders

EMD of unsuccessful Bidders shall be returned without interest after finalization of the

Tender process, subject to deduction of any applicable banking charges.

15. Right to Accept, Reject or Modify

(a) GEDA reserves the absolute, sole, and unconditional right to reject any or all Offers, or

to accept any Offer in whole or in part, without assigning any reason.

(b) GEDA further reserves the right to place orders on one or more Bidders.

(c) The decision of GEDA in all matters relating to this Tender shall be final, binding, and

not subject to challenge.

16. No Automatic Entitlement Based on Price

GEDA shall undertake comprehensive evaluation considering technical capability, financial

eligibility, and commercial terms. Submission of the lowest financial offer shall not, in itself,

confer any automatic entitlement to award. GEDA reserves the right to reject any offer

determined to be materially unrealistic, commercially unviable, or non-compliant.

17. Consequences of Failure to Accept Work Order/AT or Withdrawal

If the successful Bidder fails to accept the Work Order/AT within stipulated time, withdraws

its Offer during the validity period, or fails to proceed with the award, GEDA may forfeit

EMD/Security Deposit and debar the Bidder for three (3) years from doing any business with

18. Letter of Intent (LOI)

(a) Discovered Bidders shall be issued a Letter of Intent (LOI).

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

(b) The LOI is conditional and does not constitute a binding contract. A formal Work

Order/AT shall be issued only upon satisfactory completion of all required formalities.

(c) Failure to comply with LOI conditions within stipulated time may result in automatic

cancellation, forfeiture of EMD, and debarment.

19. Dispute Resolution and Arbitration

(a) In the event any question, dispute, or difference arises between GEDA and the Bidder(s)

concerning the Work Order—except for matters for which a specific decision-making

mechanism has been expressly provided under this Agreement—either party may notify the

other in writing of such dispute. The dispute shall, in the first instance, be referred to the

Director of GEDA for resolution,

(b) The arbitration proceedings shall be governed by the provisions of the Arbitration and

Conciliation Act, 1996 (or any statutory modification or re-enactment thereof in force at

the time of the dispute), along with the rules made thereunder. The arbitral award shall be

final, binding, and enforceable upon all parties.

(c) Subject to arbitration, the courts at Gandhinagar, Gujarat, shall have exclusive jurisdiction

over any legal proceedings arising from this Project.

GEDA reserves the right to amend, modify, or supplement the Tender Document at any time

by issuing a corrigendum/addendum. Bidders are advised to regularly check the website for

21. Grounds for Disqualification

A bidder shall be liable for disqualification if:

1. The bid is incomplete or not submitted in the prescribed format.

2. The bidder fails to satisfy any of the eligibility criteria specified in this Tender.

3. The prescribed Tender Fee, Earnest Money Deposit (EMD), or mandatory documents

are not submitted, wherever applicable.

4. The bidder submits false, forged, fabricated, or misleading information or documents.

5. The bidder has been blacklisted or debarred by any Government Department, PSU,

Autonomous Body, or Statutory Authority.

6. The bid is conditional or contains deviations from the Tender Document.

7. The bidder attempts to influence the tender evaluation or award process directly or

8. The bidder is found to have indulged in fraudulent, corrupt, collusive, or coercive

practices during the tender process.

9. The bidder fails to comply with any other requirement specified in the Tender

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

4. SCOPE OF WORK

The objective of this Annual Rate Contract (ARC) is to engage a competent and experienced

agency for providing comprehensive on-site refilling, servicing, preventive maintenance,

inspection, testing, repair, replacement of approved components, warranty support, and

allied services for toner cartridges installed in printers at Gujarat Energy Development Agency

(GEDA). The contract aims to ensure uninterrupted, reliable, efficient, and cost-effective

printing services throughout the contract period by carrying out all maintenance activities at

4.1. Scope of Services

The scope of work shall include, but not be limited to, the following activities:

1. Deputation of qualified service engineers/technicians to GEDA premises on receipt of

a service request.

2. Physical inspection and technical assessment of toner cartridges installed in GEDA

3. Preparation and submission of cartridge-wise inspection reports indicating defects,

serviceability, components requiring replacement and estimated charges, wherever

4. Obtaining prior approval from GEDA before replacement of any chargeable

5. Complete dismantling of cartridges, wherever required, for cleaning and servicing.

6. Removal of residual toner and waste toner from cartridges.

7. Vacuum cleaning and refurbishment of reusable cartridge components.

8. On-site refilling of toner cartridges using premium quality compatible toner suitable

for the respective cartridge model.

9. Replacement of approved worn-out or defective components including drums, blades,

rollers, gears, chips, bushings, end caps and other approved spare parts.

10. Reassembly, calibration, chip resetting (where applicable), functional testing and print

quality verification at GEDA premises.

11. Rectification of print quality issues observed during testing before handing over the

12. Proper disposal/removal of waste toner, damaged components and other service-

related waste generated during servicing, ensuring cleanliness of the work area.

13. Warranty support during the warranty period.

14. Maintenance of service records, replacement records and other documentation

prescribed under the contract.

GEDA reserves the right to increase or decrease the quantity of cartridges and to add or

delete cartridge models during the currency of the contract without assigning any reason.

4.2. On-Site Service Procedure

The successful bidder shall:

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

1. Attend service calls as and when requested by GEDA during normal working hours and

carry out the required servicing in consultation with the authorized officer of GEDA

2. Carry out inspection of toner cartridges at GEDA premises to determine their

serviceability.

3. Maintain a Cartridge Service Register at GEDA containing:

o Date of Service

o Printer Location/Section

o Cartridge Model

o Nature of Service Performed

o Toner Refilled

o Components Replaced

o Name and Signature of Bidder's Service Engineer

o Signature of Authorized GEDA Representative and concern user

4. Perform on-site refilling and servicing of toner cartridges wherever technically

5. Inform the Authorized Officer of GEDA if any cartridge requires replacement of

chargeable components before commencing such work.

6. Ensure that no printer, cartridge or surrounding office equipment is damaged during

7. Ensure proper handling of toner powder and consumables to avoid contamination of

office premises.

8. Remove all waste toner, defective components and service waste generated during

maintenance from GEDA premises.

9. Restore the printer to satisfactory working condition before leaving the premises.

4.3. Cartridge Models Covered

The contract shall presently cover the following toner cartridges:

 HP 146A Black

 HP 146X Black

Canon Monochrome

Canon Colour (Image CLASS MF756Cx)

 Canon 069 Black

 Canon 069 Cyan

 Canon 069 Magenta

 Canon 069 Yellow

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

HP Colour (LaserJet Pro MFP 4303fdw)

 HP 230A Black

 HP 230A Magenta

 HP 230A Yellow

GEDA may add or delete cartridge models during the contract period. The successful bidder

shall provide services for such additional models at the approved contract rates or mutually

4.4. Inspection and Technical Evaluation

Every cartridge attended by the bidder shall be inspected for:

 Cartridge Body

 Sealing Blade

 Magnetic Roller

 Sponge/Foam Roller

 Gear Assembly

 Cartridge Chip

 Waste Toner Chamber

 Toner Leakage

 Mechanical Condition

 Print Quality

Where replacement of any chargeable component is required, the bidder shall submit a

cartridge-wise inspection report indicating:

 Existing defects;

 Components requiring replacement;

 Refilling requirement; and

 Estimated charges as per approved contract rates.

No chargeable component shall be replaced without prior written approval of the Authorized

Officer of GEDA.

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

4.5. On-Site Refilling and Servicing

After obtaining approval wherever required, the bidder shall carry out the following

activities at GEDA premises:

 Dismantle the cartridge wherever necessary.

 Remove residual toner and waste toner.

 Vacuum clean all internal chambers.

 Clean reusable components.

 Replace approved defective components.

 Refill with premium quality compatible toner.

 Reset cartridge chip wherever applicable.

 Reassemble the cartridge.

 Install the cartridge in the printer.

 Conduct print quality testing.

 Rectify any defects observed during testing before completion of the service.

Only premium quality toner compatible with the respective cartridge model shall be used.

4.6. Replacement of Components

Subject to prior written approval of GEDA, the bidder shall replace defective components

including but not limited to:

 Sealing Blade

 Sponge Roller

 Magnetic Roller

 Cartridge Chip

 Gear Assembly

 Other approved spare parts necessary for satisfactory functioning.

Only new, compatible and approved quality components shall be used.

Any replacement carried out without prior approval shall not be eligible for payment.

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

4.7. Quality Assurance

Every serviced cartridge shall undergo print quality testing at GEDA premises before

completion of the service.

The print output shall be free from:

 Toner Leakage

 Vertical Lines

 Horizontal Lines

 Background Shading

 Uneven Density

 Faded Printing

 Colour Variation (for colour cartridges)

GEDA reserves the right to reject any cartridge not meeting acceptable print quality

Rejected cartridges shall be reworked or repaired immediately by the bidder without any

additional cost.

Each refilled or serviced cartridge shall carry a warranty until exhaustion of toner or for a

minimum period of three (3) months from the date of servicing, whichever occurs earlier.

During the warranty period, the bidder shall rectify, free of cost, any defect arising due to:

 Poor workmanship;

 Inferior quality toner;

 Defective replacement components;

 Toner leakage;

 Print quality defects;

 Cartridge malfunction attributable to servicing.

Repeated failure of the same cartridge may result in rejection of the service and recovery of

associated costs from the bidder.

Activity Timeline

Response to Service Call Within 4 Hours

Deployment of Service Engineer Same Working Day

Inspection & Submission of Approval (where required) Within 1 Working Day

On-Site Refilling & Servicing Within 1 Working Day

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

Activity Timeline

Completion of Component Replacement (after approval) Within 2 Working Days

Rectification during Warranty Within 1 Working Day

4.9. Documentation

The bidder shall submit after completion of every service:

 Cartridge-wise Service Report.

 Details of toner refilled.

 Details of components replaced.

 Copy of GEDA approval for chargeable replacements.

 Print test report, wherever required by GEDA.

 Warranty details of the serviced cartridge.

GEDA reserves the right to verify replaced components and inspect removed parts before

certification of the work.

Payment shall be made only for services satisfactorily completed and certified by the

Authorized Officer of GEDA.

Payment for replacement of drums, rollers, blades, chips, gears, bushings, seals or any other

chargeable component shall be admissible only after:

 Prior written approval of GEDA;

 Submission of cartridge-wise replacement records;

 Certification of satisfactory completion by the Authorized Officer of GEDA.

No payment shall be made for any replacement carried out without prior approval of GEDA.

The decision of GEDA regarding the necessity of replacement, admissibility of payment,

quality of service and certification of work shall be final and binding on the bidder.

4.11. Performance Security

1. The successful bidder shall furnish a Performance Security equivalent to 5% of the Contract

Value within 15 (Fifteen) days from the date of issuance of the Letter of Acceptance (LoA) or

Work Order, whichever is earlier.

2. The Performance Security shall be submitted in the form of a Bank Guarantee (BG) or Fixed

Deposit Receipt (FDR), as acceptable to GEDA.

3. The Performance Security shall remain valid for the entire contract period and 60 (Sixty)

days beyond the expiry or completion of the contract, including any extension thereof.

4. The Performance Security shall be released without interest after successful completion of

the contract, subject to satisfactory performance and fulfilment of all contractual

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

5. GEDA shall have the right to invoke or forfeit the Performance Security, wholly or

partly, in the event of breach of contract, failure to perform contractual obligations,

recovery of penalties, losses, damages, or any other dues recoverable under the

6. Failure to furnish the Performance Security within the stipulated period may result in

cancellation of the award of the contract, forfeiture of the Earnest Money Deposit

(EMD), if applicable, and such other action as deemed appropriate by GEDA.

7. The successful bidder shall furnish the Performance Bank Guarantee (PBG) in the

prescribed format enclosed as Annexure–5 of this Tender Document. The Bank

Guarantee shall be issued by a Nationalized Bank or Scheduled Commercial Bank and

shall remain valid as specified under Clause 11.1. No deviation from the prescribed

format shall be permitted without the prior written approval of GEDA.

8. The successful Bidder shall be required to adhere to the following timelines specified

for the respective milestones under this Agreement/Work Order, and any failure to

comply with the said timelines, for reasons attributable to the developer, shall entitle

GEDA to deduct an appropriate amount, as may be determined by GEDA, from the

invoice(s) payable to the developer or from the Performance Bank Guarantee (PBG)

submitted by it.

Sr. Activity Service Level / Timeline

1 Acknowledgement of Complaint Within 30 Minutes of receipt of

2 On-site Response Within 6 Hours during working hours

3 On-site Refilling of Cartridge Same Working Day

4 Collection of Cartridge (if workshop Same Working Day

servicing is required)

5 Provision of Standby Cartridge Immediately at the time of collection

6 Delivery of Serviced Cartridge Within Two (02) Working Days from

7 Complaint Resolution Within One (01) Working Day

8 Rectification of Defective Refilled Within One (01) Working Day

9 Preventive Maintenance During every refilling/service visit or as

instructed by GEDA

2. Service Request Mechanism

1. Service requests may be registered through Telephone, Mobile, E-mail, WhatsApp,

or any other communication mode approved by GEDA.

2. The Contractor shall acknowledge every service request within the prescribed

3. A complaint number or service reference shall be assigned for each complaint.

4. The Contractor shall maintain a Complaint Register and update the status of every

complaint until its resolution.

5. Emergency complaints shall be attended on priority.

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

1. Every refilled or serviced cartridge shall be warranted against defects arising from

poor workmanship, defective consumables, or improper servicing.

2. The Contractor shall rectify or replace the defective cartridge without any additional

4. Performance Monitoring

1. GEDA shall monitor the Contractor's performance throughout the contract period.

2. Performance shall be evaluated based on:

o Print quality of serviced cartridges.

o Frequency of repeat complaints.

o Timely submission of reports.

o Quality of preventive maintenance.

o Overall responsiveness and service quality.

3. GEDA may review the Contractor's performance periodically and issue corrective

instructions wherever necessary.

5. Escalation Matrix

The successful bidder shall provide an escalation matrix containing the names, designations,

mobile numbers, and email addresses of responsible officials for complaint resolution. The

escalation matrix shall be updated whenever there is any change in the contact details.

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

5. TECHNICAL COMPLIANCE

The bidder shall submit a clause-wise compliance statement confirming compliance with the

Tender requirements.

1. Technical Compliance Statement

Sr. No. Tender Requirement Compliance (Yes/No) Remarks (if any)

1 Scope of Work

2 On-site Refilling Services

3 Preventive Maintenance

4 Component Replacement

5 Collection & Delivery

6 Standby Cartridge

7 Testing & Acceptance

8 Print Quality Requirements

9 Warranty Requirements

10 Technical Specifications

12 Monthly Reporting

13 Environmental Requirements

14 On-site Service Capability

15 General Terms & Conditions

2. On-site Service Compliance

The bidder shall submit an undertaking confirming that:

 On-site refilling services shall be provided at GEDA.

 Qualified technical personnel shall be deployed.

 Premium-quality compatible toner powder and replacement components shall be

 Standby cartridges shall be provided whenever workshop servicing is required.

 Monthly Service Reports and prescribed registers shall be maintained and submitted

3. Declaration by the Bidder

We hereby certify that all the information and documents submitted in the Technical Bid are

true and correct. We have carefully examined the Tender Document and agree to comply

with all the terms, conditions, specifications, and requirements without any deviation.

Name of Bidder: _______________________

Authorized Signatory: ___________________

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

Signature & Seal: _______________________

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

6. FINANCIAL BID

FINANCIAL BID (PRICE BID) – ONLINE ONLY

A General Instructions

1. The Financial Bid shall be submitted online only through the nProcure e-Tendering

Portal in the prescribed BOQ format.

2. The bidder shall quote the Unit Rate against each item mentioned below.

3. The quoted rates shall be exclusive of GST. GST shall be payable as applicable.

4. The quoted rates shall include all costs towards labour, toner powder, compatible

spare parts, transportation, loading/unloading, on-site visits, preventive maintenance,

testing, installation, tools & tackles, consumables, insurance, overheads, and all

incidental expenses required for satisfactory execution of the work.

5. Payment shall be made only for the actual quantity of work executed and certified by

6. The quantities indicated below are indicative only and are provided solely for the

purpose of financial evaluation.

7. The quoted rates shall remain firm and fixed throughout the contract period.

Sr. Material / Service Description Unit Weighted Unit Rate Total

No. Average (₹) (Excl. Amount

Price (%) GST) (₹)

1 Refilling of HP Cartridge 12A 40%

(Q2612A), 146A Black & 146X

2 Refilling of HP Cartridge 33A 12%

3 Refilling of Canon Cartridge 3%

4 Replacement of OPC Drum for Per OPC 19%

HP Cartridge 12A (Q2612A), Drum

146A Black & 146X Black

5 Replacement of Imagine Drum 4%

Unit for HP Cartridge 33A

6 Replacement of OPC Drum for 1%

Canon Cartridge 925 &

7 Replacement of PCR Roller / Each 5%

Sponge Roller of any printer

8 Replacement of Wiper Blade / Each 11%

Doctor Blade of any printer

9 Replacement of Magnetic Each 5%

Roller of any printer

Grand Total (Inclusive of all above items, excluding GST)

Grand Total (Inclusive of all above items, excluding GST)

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

C Price Bid Declaration

The bidder hereby declares that:

1. The quoted rates are complete in all respects and include all costs required for

satisfactory execution of the work, except applicable GST.

2. The quoted rates shall remain valid and firm throughout the contract period.

3. No escalation in the quoted rates shall be claimed during the currency of the

4. The bidder has carefully examined the Tender Document and agrees to execute the

work in accordance with all the terms and conditions specified therein.

5. GEDA does not guarantee any minimum quantity of work under this Annual Rate

Contract, and payment shall be made only for the actual quantity of services

executed and certified by GEDA.

6. The Financial Bid (BOQ) shall be opened only for technically qualified bidders.

7. The L1 bidder shall be determined based on the lowest evaluated Grand Total of the

7. The L1 bidder shall be determined based on the lowest evaluated Grand Total of the

8. In case of any discrepancy between the Unit Rate and the Total Amount, the Unit

8. In case of any discrepancy between the Unit Rate and the Total Amount, the Unit

Rate quoted by the bidder shall prevail.

9. The quantities indicated in the Price Bid Schedule are purely tentative and have been

provided solely for the purpose of bid evaluation and determination of the lowest

bidder (L1). The actual quantity of services/items to be availed during the contract

period may vary depending upon the operational requirements of GEDA. GEDA

reserves the right to increase or decrease the quantities of any item/service without

assigning any reason, and the successful bidder shall be bound to execute such

quantities at the approved contract rates. No claim on account of variation in

quantities shall be entertained, provided that the total value of work awarded

remains within the overall contract value approved under the tender.

D Price Evaluation Methodology (Weighted Average Price Derivation Method)

The bidder shall quote the Unit Rate (inclusive of all taxes, duties, transportation, labour,

replacement charges, insurance, overheads, profit, and all incidental expenses) excluding GST

against each item specified in the Financial Bid Schedule.

2. Weightage for Price Evaluation

For the sole purpose of bid evaluation and determination of the Overall Lowest Bidder (L1),

GEDA shall assign a pre-defined percentage weightage to each item of the Financial Bid

The weightage assigned to each item shall be indicated in the Financial Bid Schedule. The total

of all item-wise weightages shall be 100%.

The assigned weightages are intended only for evaluation and price derivation and shall not

represent the actual quantity, value, procurement proportion, or guarantee of work under

the Annual Rate Contract.

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

3. Weighted Evaluated Price

The Weighted Evaluated Price of each item shall be calculated by multiplying the quoted Unit

Rate by the corresponding percentage weightage assigned to that item.

Weighted Evaluated Price of Item (Wi) = Quoted Unit Rate (Ri) × Item Weightage (Pi)

 Ri = Quoted Unit Rate of the Item

 Pi = Assigned Weightage of the Item (expressed as decimal)

4. Overall Evaluated Bid Price

The Overall Evaluated Bid Price of each bidder shall be calculated by summing the Weighted

Evaluated Prices of all items.

Overall Evaluated Bid Price = Σ (Ri × Pi)

The bidder quoting the lowest Overall Evaluated Bid Price shall be ranked as the Overall

Lowest Bidder (L1).

5. Purpose of Weightage

The assigned weightages are intended solely for:

 evaluation of bids;

 determination of bidder ranking;

 identification of the Overall Lowest Bidder (L1); and

 derivation of item-wise evaluated prices.

The weightages shall not be used for payment, quantity estimation, work allocation, or

determination of actual procurement.

6. Item-wise Lowest Rates

For every individual item, GEDA shall identify the lowest quoted Unit Rate (Item-wise L1

Rate) amongst all technically qualified bidders.

These Item-wise L1 Rates shall be used solely for deriving the final Schedule of Rates to be

adopted under the Annual Rate Contract.

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

7. Matching of Item-wise Rates by Overall L1 Bidder

The bidder declared as the Overall Lowest Bidder (L1) based on the Weighted Average

Evaluation Method shall be required, prior to award of the contract, to match the Item-wise

Lowest Quoted Rate (Item-wise L1 Rate) for each individual item identified during the

financial evaluation.

The successful bidder shall confirm acceptance of all such derived item-wise rates within the

period specified by GEDA.

Such matching of item-wise rates shall not alter the bidder's status as the Overall L1 bidder.

8. Failure to Match Item-wise Rates

If the Overall L1 bidder:

 refuses to match one or more Item-wise L1 Rates;

 imposes any condition;

 withdraws the offer; or

 fails to furnish acceptance within the stipulated time,

GEDA shall be at liberty to reject the offer of such bidder without any further obligation.

In such event, GEDA may invite the bidder ranked Overall L2 to match:

 the Overall Evaluated Bid Price of the Overall L1 bidder; and

 the Item-wise Lowest Rates identified during financial evaluation.

Upon acceptance, the Overall L2 bidder shall be considered for award of the contract.

If the Overall L2 bidder also fails or refuses to comply, the same procedure may be

successively followed with the Overall L3 bidder and thereafter with other bidders in

ascending order of their evaluated ranking, until a bidder accepts the prescribed conditions.

9. Award of Contract

Only one bidder shall be awarded the complete Annual Rate Contract.

No item-wise award, split award, or multiple vendor award shall be made.

10. GEDA's Rights

GEDA reserves the right to verify, analyse, negotiate, rationalize, or seek justification of any

quoted rate in accordance with the applicable procurement policies of the Government of

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

GEDA also reserves the right to reject any bid containing abnormally high, unbalanced,

speculative, or unreasonable item-wise rates, if considered prejudicial to the interest of the

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

1. Annexure-1: General Information about bidders

1. Name of the Company

2. Postal Address

3. Telephone nos.

4. e-mail address and URL

5. Type of Company Proprietorship/

Attach Proof of Company Registration along with a copy of the

Private Limited/

Partnership Deed/ Article of Association and Memorandum of Public Limited

6. Name and designation of the representative of the Bidders to whom all

reference shall be made to expedite technical co-ordination.

7. Entrepreneur Memorandum Part 2 registration with DIC/ NSIC

registration no./ CSPO registration no./ DGS&D registration no.

8. EPF registration number

9. Office Address

10. Office Telephone/Fax no.

11. Office e-mail address

12. Turnover of company for last 3 years 2023-24, 2024-25 and 2025-26. 2023-24 Rs.

Please attach practicing CA certificate. 2024-25 Rs.

13. Has any Govt. Dept./ Under-taking ever debarred the company/ firm

from executing any work?

14. Has the company/firm to pay arrear of GST? If yes up to what amount.

It is certified that the information provided above is true to the best of my knowledge and belief. If any

information found to be concealed, suppressed or incorrect at later date, our tender shall be liable to

rejected and our company debarred from executing all business with GEDA.

Date : Sign. and Stamp of the Bidder

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

Annexure-2: Work Experience of Last Three Financial Years

Sr. Name of the Work Order Document proof in Page

No. Company with full Ref./Order Number & Value, segregated respect of work no.

address & contact date Year-wise ONLY completion

Details for Last Three satisfactorily to be

years submitted along

(2023-24, 2024-25 with the Tender

and 2025-26) (as applicable).

Financial Year - 2023-24

Financial Year - 2024-25

Financial Year - 2025-26

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

Declaration of Non-Conflict of Interest (Employment of Relatives)

(On Company Letter Head)

This is to declare that none of the Proprietors/ Partners/ Directors are having any relatives

employed or working with Gujarat Energy Development Agency at any of its offices or its

parent Department i.e. Climate Change Department., Govt. of Gujarat.

Date : Sign. and Stamp of the Bidder

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

Annexure-4: Undertaking For No Deviation From Tender Terms & Conditions

(To be submitted on Bidder's Letterhead)

Gujarat Energy Development Agency (GEDA),

4th Floor, Block No. 11 & 12, Udyog Bhavan,

Sector-11, Gandhinagar – 382 017, Gujarat.

Subject: Undertaking for No Deviation from Terms and Conditions of Tender Notice No. GEDA/Printer

Cartridge refilling/2026/ for " Tender for Annual Rate Contract (ARC) for Refilling,

Servicing, Collection, Delivery and Preventive Maintenance of Toner Cartridges of Various

Printers installed at GEDA."

Respected Sir/Madam,

having our registered office at ________________________________________,

hereby submit our Technical Bid and Financial Bid in response to the above-referred

Tender Notice for “Tender for Annual Rate Contract (ARC) for Refilling, Servicing,

Collection, Delivery and Preventive Maintenance of Toner Cartridges of Various

Printers installed at GEDA”

2. We have carefully read, examined, and understood all the documents, specifications,

terms, conditions, eligibility criteria, technical specifications, scope of work, payment

terms, and all Annexures forming part of the Tender Document.

3. We hereby unequivocally declare and undertake that:

(a) We offer our bid WITHOUT ANY DEVIATION from any of the terms, conditions, specifications,

clauses, schedules, Annexures, or requirements mentioned in the Tender Document.

(b) We accept all provisions of the Tender Document in their entirety.

(c) We confirm that no conditional offers, alternative proposals, or deviations of any nature are

being submitted along with our bid.

(d) We understand that any deviation, conditional offer, or non-compliance with the Tender

Document shall render our bid liable for summary rejection.

(e) We further undertake that during the execution of the work, if awarded, we shall strictly

adhere to all specifications, standards, timelines, and obligations as stipulated in the Tender

Document and subsequent Work Order, without seeking any relaxation, amendment, or

4. We acknowledge that:

 This undertaking forms an integral part of our bid submission.

 Any ambiguity in the Tender Document shall be interpreted solely by GEDA, and GEDA's

decision shall be final and binding.

[Authorized Signatory]

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

Annexure-5: Bank guarantee for EMD:

Format for Submitting Bank Guarantee for Earnest Money Deposit (EMD)

(To be submitted in Rs. 300/- Non-Judicial Stamp Paper to be purchased in the name of the issuing

Gujarat Energy Development Agency (GEDA)

4th Floor, Block No.11 and 12, Udyog Bhavan

Sector - 11, Gandhinagar – 382

WHEREAS …………………………………………………………..……... (Contractor’s name) (thereinafter referred to

as “Contractor”), a company registered under the Companies Act, 1956 or 2013/registered

partnership company/ registered proprietorship company and having its registered office at

……………………………………………..………… is required to deposit with you, the Purchaser, by way of Earnest

Money Rs. ………………..…….. (Rupees ………………………………………………………. only) in connection with its

Tender for the work with reference to TENDER NOTICE No. GEDA/Printer Cartridge refilling/2026/ as

per specification and terms and conditions enclosed therein.

WHEREAS the Contractor as per “TENDER NOTICE” has agreed to establish a Bank Guarantee in Your

favour through us valid up to ………….……………….….. (date) instead of deposit of earnest money in

WHERAS you have agreed to accept a Bank Guarantee from us in ……………………… instead of Earnest

Money in demand draft from the Bidder.

1. We ……………………………………………………………………………….…… (Bank) hereby agree and undertake to

pay you on demand the said amount of Rs. ………………………….. (Rupees

……………………………………………… only) without any protest or demur in the event the

Supplier/Bidders after submission of this Tender, resiles from or withdraws his offer or modifies

the terms and conditions thereof in a manner not acceptable to you or expresses his unwillingness

to accept the order placed and/or letter of intent issued on the Supplier/Bidders for the work

under “TENDER NOTICE no. GEDA/Printer Cartridge refilling/2026/”.

2. Your decision as to whether the Bidder has resiled from or has withdrawn his offer or has modified

the terms and conditions thereof in a manner not acceptable to you or has expressed his

unwillingness to accept the order placed and/or Letter of Intent issued by you on the

Supplier/Bidders for the work under “TENDER NOTICE no. GEDA/Printer Cartridge

refilling/2026/” in this regard, shall be final and binding on us and we shall not be entitled to

question the same.

3. Notwithstanding anything contained in the foregoing, our liability under this Guarantee shall be

restricted to Rs. ………………….. (Rupees …………….……..………….. only).

4. This Guarantee shall remain valid and in full force and effect up to ……..…….. (Date) and shall expire

thereafter unless an intimation is given to the Bank by you earlier in writing discharging us from

our obligation under this Guarantee.

5. We shall not revoke this Guarantee during its currency except by your consent in writing.

6. This Guarantee shall not be affected by any change in the constitution of the Supplier/Bidders or

yourselves or ourselves but shall ensure to your benefit and be enforceable against our legal

successors or assignees by you or your legal successors.

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

7. Notwithstanding anything contained herein above unless a demand or claim under this Guarantee

is made on us in writing within two months from the date of expiry of this Guarantee we shall be

discharged from all liabilities under this Guarantee thereafter.

8. We have power to issue this Guarantee under our Memorandum and Articles of Association and

the undersigned who is executing this Guarantee has the necessary power to do so under a duly

executed Power of Attorney granted to him by the Bank.

Signed and Delivered For and on behalf of

(Banker’s Name)

Name of Bank Manager: …………………………….

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

Annexure-6: Undertaking For Exemption from Tender Fee & EMD

(On Company’s Letterhead)

Gujarat Energy Development Agency (GED,

4th Floor, Block No. 11 & 12, Udyog Bhavan,

Sector-11, Gandhinagar – 382 017, Gujarat.

Subject: Undertaking for Claiming Exemption from Tender Fee and Earnest Money Deposit (EM as per

Gujarat State Procurement Policy, 2024 dated 14.03.2024.

Reference: Tender Notice No. GEDA/Printer Cartridge refilling/2026/ for " Tender for Annual Rate

Contract (ARC) for Refilling, Servicing, Collection, Delivery and Preventive Maintenance of Toner

Cartridges of Various Printers installed at GEDA."

We, M/s. ________________________________________ (Name of the Bidder), having our

registered office at ________________________________________, hereby submit our Technical Bid

and Financial Bid in response to the above-referred Tender Notice.

We hereby declare that we are eligible for exemption from payment of Tender Fee and Earnest Money

Deposit (EMD) as per the provisions of Gujarat State Procurement Policy, 2024 dated 14.03.2024.

We specifically seek exemption under:

Clause No. ______ of Gujarat State Procurement Policy, 2024 dated 14.03.2024.

We confirm that we have attached herewith the following self-attested supporting documents as

proof of eligibility for claiming exemption:

We undertake and affirm that:

(a) The information and documents submitted by us in support of this exemption claim are true,

correct, and complete to the best of our knowledge and belief.

(b) In the event that our claim for exemption is found to be false, incorrect, or ineligible at any stage

during bid evaluation, post-award verification, or at any time thereafter our bid shall be liable for

summary rejection, and we shall be liable for:

 Recovery of the exempted Tender Fee and EMD amount along with applicable interest and

 Any other legal or administrative action as deemed fit by GEDA.

(c) We shall promptly intimate GEDA in writing in case of any change in our eligibility status.

(d) We shall comply with all other terms, conditions, eligibility criteria, and obligations under the

Tender Document, except the specific exemption claimed herein.

Authorized Signatory

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

Annexure-7: Notarized Undertaking Regarding Non-Debarment and No Dues

(To be executed on ₹300 Stamp Paper)

We, M/s. ________________________________________, having its registered office at

with the following statutory registration details:

do hereby solemnly affirm and undertake, on behalf of the Company, that:

1. We hereby confirm that we have not been debarred, blacklisted, suspended, or declared ineligible

from participating in any tender or executing any type of work by Gujarat Energy Development

Agency (GEDA), or any Central/State Government Department, Public Sector Undertaking (PSU),

or Statutory Authority, as on the date of bid submission.

2. We hereby confirm that there are no pending proceedings or debarment/blacklisting orders

against us or our Promoters/Directors/Key Partners by any Government or regulatory body or that

would restrict participation in public procurement.

3. We hereby confirm that we do not have any dues of income tax and GST of the State and Central

Authorized Signatory: ___________________________

(Company Seal / Stamp)

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

Annexure-8: Undertaking for Secrecy and Confidentiality

(On Company’s Letter head)

I, _________________________ (Name), authorized signatory of M/s.

________________________________________ (Bidder Name), do hereby undertake on behalf of

 To maintain strict confidentiality of all information (technical, commercial, site-related, or

otherwise) received from GEDA in connection with the tender. for " Tender for Annual Rate

Contract (ARC) for Refilling, Servicing, Collection, Delivery and Preventive Maintenance of

Toner Cartridges of Various Printers installed at GEDA."

 To use such information solely for this tender/contract and not disclose, share, or reproduce

it for any other purpose or third party without GEDA's prior written consent.

 To return or securely destroy all confidential material upon completion/termination of the

contract, as directed by GEDA.

 To indemnify GEDA against any loss arising from breach of this undertaking and accept that

GEDA may pursue civil/criminal remedies under applicable law.

Authorized Signatory

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

Annexure-9: Details of Earnest Money Deposit and Tender Fee Attached

Sr. Description

1 Earnest Money Deposit

Earnest Money Deposit of Rs. …………………………..submitted in the form of BG/Demand Draft, drawn

______________________is attached herewith.

2 Tender Document Fee

Tender Document Fee of Rs. ……………………………..submitted in the form of Demand Draft, drawn

Branch, bearing DD No. __________________________ dated ____________________ is attached

Tender for Annual Rate Contract (ARC) for Refilling, Servicing, Collection, Delivery

and Preventive Maintenance of Toner Cartridges of Various Printers installed at

Annexure-10: List of banks for bank Guarantee