Vadodara Municipal Corporation invites tender from reputed Printing Press for Designing, Printing and Supply of diary for the year 2027

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 - 10 - 2026 to 23 – 10 -

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

Physical Submission of Technical Bid

and other required Documents etc. Date : 26 - 10 - 2026, up to 16:00 Hrs.

Bid Validity Period 90 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: 26- 10 - 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.

PRO No.486 /2026-27 E-Tender/V.M.C. Diary 2027 Page 2 of

Sr. No. Particulars Page No.

1 Instructions to Bidders

2 General Terms and Conditions

3 Specifications and Technical Details

PRO No.486 /2026-27 E-Tender/V.M.C. Diary 2027 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 must own a Printing Press and should be registered with appropriate

local authority. (Proof of such registration for the Printing Press or Proof of

ownership of Printing Press will have to be submitted and uploaded.)

1.2 Organization with at least 5 years’ experience in the field of Multi Color Offset

Printing and should have executed/completed Designing, Printing and Production of

Diaries, Books, Calendars etc.

1.3 Organization must have in house experienced Man Power for designing and

creative work along with the latest technology system, i.e. Computer Operator,

Graphic Designer, Proof Readers, Qualified Printing Technologist etc. and all type of

printing machineries like, four/five color offset printing machines, CTP Plate Making

Machine, Automatic cutting, stitching and folding machines, Bind etc. (Annexure-2)

(Details and machinery bill copy required to be submitted and uploaded.)

1.4 Organization must submit at least two (2) work orders of similar services with

Public and Private Sector during last five years. (Documents & Samples in support of

experience in printing of diaries during last five years to be submitted and uploaded.)

1.5 Organization should have average annual turnover of ` 65,00,000 (Sixty Five Lakhs)

or more in last three financial years. The total turnover of last three years should not

be less than activities related to printing. (Chartered Accountant certificate certifying

the turnover of last three years is required to be attached and uploaded.)

1.6 Organization shall have a single order of ` 10.00 Lakh per year in last three years.

(Work Orders/Completion Certificate to be attached and uploaded.)

1.7 The bidder should have capacity to complete delivery of all diaries, in a staggered

manner, within 30 (thirty) days from final printing order.

1.8 The bidder shall have a clean track record and they shall not have any involvement in

illegal activities or financial frauds. Tenderers must be accompanied with declaration

of not banned / black-listed by any government or private organization in past and

bidder shall give declaration on duly singed stamp paper. (Annexure - 4) (To be

executed & attested by Public Notary on Rs. 300/- stamp paper of Bidder).

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

criteria must be submitted and uploaded otherwise tender will not be considered.

PRO No.486 /2026-27 E-Tender/V.M.C. Diary 2027 Page 4 of

2.0 BID SUBMISSION PROCEDURE:

2.1 The bids should be duly sealed and addressed to:

Press Department,

Vadodara Municipal Corporation,

Padmavati Shopping Centre,

Nr. Sursagar Lake, Vadodara - 390

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 and marked envelope with following identification:

Tender document for “Designing, Printing and Supply of Diaries for the year 2026"

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. (as mentioned in Tender Documents)

- 80 GSM, Natural Shade (off white) Paper (J.K./ BGPPL/ TNPL make)

- 130 GSM, Art Paper (J.K./ BGPPL/ TNPL make)

- 170 GSM, Art Paper (J.K./ BGPPL/ TNPL make)

- 300 GSM Art Card (J.K./ BGPPL/ TNPL make)

- 320 Hard Board (Kapa Puttha)

- Sample regarding B.O.P.P. Gloss Lamination with Drip off & Spot U.V.

- Printed Diaries etc.

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.

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.

PRO No.486 /2026-27 E-Tender/V.M.C. Diary 2027 Page 5 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 90 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 ` 67,260/- 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 ` 4000/- (Four 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

PRO No.486 /2026-27 E-Tender/V.M.C. Diary 2027 Page 6 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 second bidder (i.e. L2) shall be kept in reserve and may be invited to

match the bid submitted by the (L1) bidder in case of L1 withdraws its bid.

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 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

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

iii. Not properly signed.

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

15.0 RIGHT TO VARY THE QUANTITIES AT THE TIME OF

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.

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.

PRO No.486 /2026-27 E-Tender/V.M.C. Diary 2027 Page 7 of

General Terms and Conditions

1.1 The charges for Design, Development, Printing, Binding and Supply of the Diaries

shall be quoted in Rupees per Diary.

1.2 All charges shall be inclusive of all relevant expenses like raw material, designing,

development, printing, binding, labor, transport, packing material etc.

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

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

2.0 COMPOSE, PHOTOGRAPHS AND PRINTING:

Selected party shall have to Compose, Scan, Design, Art Work, Graphics, etc. of

given data/information by the VMC. The party shall ensure timely printing and supply

3.0 PROOF FOR DIARIES:

3.1 The proof of the Diary will be checked by Vadodara Municipal Corporation before

final printing. Selected party has to liaison with officials of Vadodara Municipal

Corporation for the preparation of Diary.

3.2 The selected agency has to submit 3 hard copies of the draft Diaries as a proof along

with the soft copy from the issuing final work order.

3.3 Soft copy of the Diary shall be provided by the agency in a CD-Rom / Pen Drive after

finalization of the same.

4.1 The Diaries shall be delivered at Press Department, Vadodara Municipal

Corporation and other Offices & Departments of VMC.

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

towards supply of materials.

5.1 100 % of the invoice amount will be paid as per norm of Vadodara Municipal

Corporation after the satisfactory supply of the materials at the destination.

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

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

5.4 TDS will be deducted from bill amount as per the Government rules & regulations.

PRO No.486 /2026-27 E-Tender/V.M.C. Diary 2027 Page 8 of

6.1 If the quality of the Diaries is not found satisfactory, Vadodara Municipal Corporation

reserves the right to reject the entire lot or part thereof and the agency shall

ensure to supply the Diary strictly in accordance with the terms without any

additional cost.

7.0 PENALTY FOR LATE DELIVERY:

7.1 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.

7.2 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.

8.0 QUALITY CONTROL AND INSPECTION:

8.1 The bidder must ensure that the PRINTED DIARIES being provided shall always

conform to the quality standard approved or prescribed by Vadodara Municipal

Corporation. Strict compliance with these quality standards is mandatory and

deviations shall not be permitted under any circumstance.

8.2 Defective diaries will be returned. The organization shall have to rectify those defects

and replace with new diaries. If the diaries are not exchanged in that case the cost of

such diaries will be recovered from bills or security deposit.

9.0 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.

PRO No.486 /2026-27 E-Tender/V.M.C. Diary 2027 Page 9 of

Specifications and Technical Details

1.0 SPECIFICATIONS FOR DIARY

1.2 Inside Pages Total number of approximate pages for Diary: 336 pages

1.2.1) 272 Pages, Multi-Color Printing,

(Quality of Paper: 80 GSM, Natural Shade (off white) Paper,

J.K./ BGPPL/ TNPL make)

- Public Information, Annual Planner, Calendar, Notes etc. need

to be printed as per given information/format.

1.2.2) 64 Pages, Multi-Color Printing,

(Quality of Paper: 130 GSM, Art Paper, J.K./ BGPPL/ TNPL

- Multicolour photographs need to be printed as per given

information/format. (More than two photographs on one

1.3 Cover Page 320 Hard Board (Kapa Puttha) and Multicolor printing on art

paper, B.O.P.P. Gloss Lamination with Drip off & Spot U.V.

needs to be done on the cover page. Both the Inner Pages (astar)

shall have to be printed in multicolor.

(Quality of Paper: 170 GSM, Art Paper, J.K. / BGPPL make)

1.4 Stitching/Binding Section Sewing with Nylon Thread in Automatic Machine should

1.5 TAG 2 X 3 inch (300 GSM Art Card) Multicolor Printing both side

(Lamination) with Silk Ribbon Book Mark to be fixed.

1.6 Packing For bulk delivery, diaries should be packed in a quantity up to

diaries each duly striped to be handled with maintaining safety

standards to avoid any kind of damage during transit.

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

All the relevant paper samples (Natural Shade (off white) Paper, Art Paper, Art Card,

Hard Board etc.) described above are required to be attached with authorized sign &

stamp otherwise tender will not be considered.

PRO No.486 /2026-27 E-Tender/V.M.C. Diary 2027 Page 10 of

Rate per Applicable

Description of Item Qty. Nos. GST (%)

(Rs.) (Per No.)

Printing of VMC Diaries for the

30,000 To be filled To be filled To be filled

Nos. online only online only online only

[as per specification at Section 3 (1)]

Rate per Page (Single Side) In case of variation (Increase or Decrease)

Total number of approximate pages for Diary: 336 pages

80 GSM Natural Shade (off white) Paper per Page (Single Side)

2. (Information & Dates)

[as per Section 3 (1.2.1)]

130 GSM Art Paper per Page (Single Side)

3. (Color Photographs)

[(as per Section 3 (1.2.2)]

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

submitting the hard copy of the tender to the Vadodara Municipal Corporation, the price

schedule shall not be filled in.

 Price Bid shall be evaluated based on Rate per No. specified in Column D (Sr. No.1).

 Rates for addition/reduction in the quantity will remain the same.

PRO No.486 /2026-27 E-Tender/V.M.C. Diary 2027 Page 11 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

PRO No.486 /2026-27 E-Tender/V.M.C. Diary 2027 Page 12 of

Details of In-house Machinery and Manpower

(A) Machinery Details

Yes/ Purchase Other

No. Machine Details Machine/Make/ Qty.

No Year Information

Four/Five Color

Sheet fed Offset

Four/Five Color

Computer to Plate

Automatic Paper

Cutting Machine

Automatic Folding

6 Stitching Machine

7 Gathering Machine

Other Machinery

(attach Separately)

(B) Manpower Details

No. Details No. of Employee/ Persons

1 Administration

2 Graphic Designer

4 Computer Operator

6 Other workers

7 Others (if any)

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)

PRO No.486 /2026-27 E-Tender/V.M.C. Diary 2027 Page 13 of

Declaration Form

Municipal Commissioner,

Vadodara Municipal Corporation,

I / We hereby offer to supply the Diaries as per details specified in the tender at the price

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 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:

PRO No.486 /2026-27 E-Tender/V.M.C. Diary 2027 Page 14 of

Declaration of Not banned / black-listed by any government or private organization in

past and bidder shall give declaration on duly singed stamp paper. (Annexure I)

(To be executed & attested by Public Notary on Rs. 300/- stamp paper of Bidder).

declare that the organization/company namely M/S.________________________________

has not been blacklisted or debarred in the past by any other Government organization from

taking part in Government tenders.

I / We know that the submission of incorrect or incomplete information, would be at the

applicant’s sole risk and the decision of Vadodara Municipal Corporation in such cases

would be final.

Signature of Bidder:

Seal of the firm should be affixed

PRO No.486 /2026-27 E-Tender/V.M.C. Diary 2027 Page 15 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 Yes /

uploaded and placed in the cover? No

Whether Demand Draft for EMD is uploaded and Yes/

placed in the cover? No

Whether Registration Certificate of Organization/ Yes /

Firm is uploaded and submitted? No

Whether Proof of Offset Press is uploaded and Yes /

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?

Organization Turnover Certificate for last three

8 financial years is uploaded and submitted? (Rs. 65 Page No. :

lakh or more from Chartered Accountant)

Copy of Two (2) Work Orders from Public and

Private Sectors is uploaded and submitted? Yes/

(Documents & samples in support of printing of No

diaries during last five years)

Organization shall have a single order of `

10 Lakh per year in last three years is uploaded and Page No. :

Whether paper samples are submitted? Yes /

(as per diary specification: Section -3) No

12 Annexure- 1 is uploaded and submitted? Page No.:

13 Annexure- 2 is uploaded and submitted? Page No.:

14 Annexure- 3 is uploaded and submitted? Page No.:

15 Annexure- 4 is uploaded and submitted? Page No. :

PRO No.486 /2026-27 E-Tender/V.M.C. Diary 2027 Page 16 of