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ITB FOR THE PROCUREMENT OF TONERS WITH FREE USE OF COPIERS FOR PAO CO FOR CY 2026
Country:
PhilippinesSector:
Office and computing machinery, equipment and supplies except furniture and software packagesDeadline:
11 Aug 2026AI Summary
The Public Attorney’s Office – Central Office is issuing a solicitation for the procurement of high‑yield, original black toner cartridges and the free provision of heavy‑duty laser copiers for its offices throughout Metro Manila for the fiscal year 2026. The tender is structured to supply enough toner cartridges to fill a full year of operation for each copier, with delivery to be completed within 45 calendar days from the Notice to Proceed. In addition to the cartridges, the contractor will supply compatible monochrome laser copiers that may be used at no charge by the Office for a period of one year or until the supplied toner inventory is depleted, whichever occurs first.
Each toner cartridge must deliver a minimum of 25,000 pages under a standardized 5 % ink‑coverage test, and must not be a compatible, recycled or starter‑kit product. The copiers must support a 200,000‑page monthly duty cycle, print or copy at a rate of at least 45 pages per minute, and provide a resolution of not less than 1200 × 1200 dpi with scan function capable of 600 dpi and 120 originals per minute. The units will feature a touch‑screen colour display, a 200 GB internal hard drive, 4 GB RAM, LAN/USB/WLAN connectivity, an automatic document feeder, multiple paper capacities up to 5,000 sheets, a bypass tray, detachable paper feed trays, and operate on 200 to 240 V AC at 50/60 Hz. Each purchase will include a full user and service manual and a demonstration unit as part of the bid submission.
The contractor must deliver both the toners and copiers, provide comprehensive on‑site or online training for all PAO personnel, conduct quarterly preventive maintenance, and respond to repair or replacement requests within 24 hours. All parts defective or worn beyond normal use are to be repaired or replaced at no additional cost within three working days, and the units must be collected promptly when the contract terminates. All equipment shall comply with the specified high‑yield, original toner cartridges yielding at least 25,000 pages, and heavy‑duty laser copiers capable of 200,000 pages/month, 45 ppm printing speed, 1200×1200 dpi resolution, and 200 GB hard drive, among other listed specifications.
Each toner cartridge must deliver a minimum of 25,000 pages under a standardized 5 % ink‑coverage test, and must not be a compatible, recycled or starter‑kit product. The copiers must support a 200,000‑page monthly duty cycle, print or copy at a rate of at least 45 pages per minute, and provide a resolution of not less than 1200 × 1200 dpi with scan function capable of 600 dpi and 120 originals per minute. The units will feature a touch‑screen colour display, a 200 GB internal hard drive, 4 GB RAM, LAN/USB/WLAN connectivity, an automatic document feeder, multiple paper capacities up to 5,000 sheets, a bypass tray, detachable paper feed trays, and operate on 200 to 240 V AC at 50/60 Hz. Each purchase will include a full user and service manual and a demonstration unit as part of the bid submission.
The contractor must deliver both the toners and copiers, provide comprehensive on‑site or online training for all PAO personnel, conduct quarterly preventive maintenance, and respond to repair or replacement requests within 24 hours. All parts defective or worn beyond normal use are to be repaired or replaced at no additional cost within three working days, and the units must be collected promptly when the contract terminates. All equipment shall comply with the specified high‑yield, original toner cartridges yielding at least 25,000 pages, and heavy‑duty laser copiers capable of 200,000 pages/month, 45 ppm printing speed, 1200×1200 dpi resolution, and 200 GB hard drive, among other listed specifications.
Description
INVITATION TO BID FOR
Procurement of Toners with Free Use of Copiers
for the Public Attorney’s Office – Central Office for C.Y. 2026
(Purchase Request No. 532-06-2026)
1) The Public Attorney’s Office – Central Office, through the General Appropriations Act for F.Y. 2026 intends to apply the sum of NINETEEN MILLION THREE HUNDRED THOUSAND PESOS (Php 19,300,000.00), inclusive of all taxes applicable and bank and government charges payable, being the Approved Budget for the Contract (ABC) to payments under the contract for Procurement of Toners with Free Use of Photocopiers , as specified under Purchase Request No. 532-06-2026. Bids received in excess of the ABC shall be automatically rejected at bid opening.
2) Specifications:
Item Description Quantity DELIVERY SCHEDULE
(After issuance of Notice to Proceed)
*For Strict Compliance
Subject to the rules on Liquidated
Damages
Toner
- High-yield black toner cartridges
- At least 25,000 pages yield (at the standard test of 5% ink coverage)
- Must be ORIGINAL and NOT COMPATIBLE, RECYCLED or STARTER KIT 1285
pieces Within 45 Calendar days after issuance of NTP
Complimentary use of Heavy Duty Multi-Purpose Printer/Copiers
- Type: Laser
- Color: Monochrome
- Monthly Duty cycle / print volume: 200,000 pages or higher
- Print / copy speed: 45 pages per minute or higher
- Resolution: At least 1200 x 1200 dpi; can scan at 600 dpi
- Scan speed: 120 originals per minute or higher
- Interface: Touchscreen color display
- Paper size: Supports at least A3, A4, Letter, Legal, Executive
- Paper Weight: Can accommodate 60 - 210 gsm
- Paper capacity: 1,000 sheets or higher, expandable to at least 5,000 sheets
- Hard drive: 200 GB or higher
- Memory: 4GB or higher
- Connectivity: LAN, USB, WLAN (embedded)
Others
- Duplex scanner and printer
- Mobile printing option (latest windows, android and IOS)
- With resize (25% to 400%), contrast and sharpness adjustment, multiple job, and interrupt functions
- Warm-up time: Not more than 30 secs.
- With an automatic document feeder
- With a bypass tray and detachable paper feed trays
- 200V to 240V; AC 50/60Hz
Other requirements:
1. Certification of Bidder issued by its authorized representative/official, identifying whether it is a manufacturer, supplier, distributor, dealer, or seller of the items subject of procurement.
2. If Bidder is an authorized supplier/distributor/dealer/seller, a certification from the manufacturer stating such fact must be submitted. For other bidders, a certificate or dealership agreement between the authorized supplier/distributor/dealer/seller and the bidder must also be submitted.
3. Bidders should have completed, within 2 years from the date of submission and receipt of bids, a contract similar to the project.
4. A certification of Very Satisfactory Rating (at least 4/5 or 90%) within the last twelve (12) months issued by a client.
5. A certification attesting to the bidder's prompt action on request for repair or replacement within the prescribed period within the last twelve (12) months issued by a client.
6. Bidders must submit a demo unit/brochure of the offered brand and model.
Responsibilities of the Supplier:
1. Deliver the toners and the heavy-duty multi-purpose printers/copiers, and permit the PAO to use the latter, free of charge, for a period of one year or until the toners are consumed, whichever comes first.
2. Provide training to adequately instruct the personnel in the use of the equipment. The training shall also include orientation, onsite or online, with the staff assisting with network setup at no additional charge.
3. Provide a manual containing operating and service instructions for the equipment shall be delivered with each unit.
4. Conduct quarterly preventive maintenance.
5. Respond within twenty-four (24) hours from receipt of request thru telephone, chat/message or email from the authorized personnel of the PAO.
6. Repair or replacement of spare parts due to inherent defects and/or caused by normal wear and tear shall be made at no cost to PAO and within 3 working days from notification. Equipment that cannot be repaired within the said period shall be replaced with a new unit.
7. Collect the equipment at the end of the contract.
NOTE: See “Annex A” for List of PAO District Offices Addresses included in the Technical Specification Section. 182 Units Within 45 Calendar days after issuance of NTP
3) The Public Attorney’s Office – Central Office now invites bids for Procurement of Toners with Free Use of Photocopiers under Purchase Request No. 532-06-2026 using the Lowest Calculated Responsive Bid (LCRB). Bidders should have completed, at least five (5) years from the date of submission and receipt of bids, contracts similar to the Project. The description of an eligible bidder is contained in the Bidding Documents, particularly, in Section II. Instructions to Bidders.
4) Bidding will be conducted through competitive bidding procedures using a non-discretionary “pass/fail” criterion as specified in the IRR of RA No. 12009.
i) Bidding is restricted to Filipino citizens/sole proprietorships, partnerships, or organizations with at least sixty percent (60%) interest or outstanding capital stock belonging to citizens of the Philippines, and to citizens or organizations of a country the laws or regulations of which grant similar rights or privileges to Filipino citizens, pursuant to RA No. 5183.
5) Interested Bidders may obtain further information from Public Attorney’s Office – Central Office and inspect the Bidding Documents at the address given below from 8:00am to 5:00pm.
6) A complete set of Bidding Documents may be acquired by interested Bidders 01 July 2026 from the address given below upon payment of the applicable fee for the Bidding Documents, pursuant to the latest Guidelines issued by the GPPB, in the amount of (Twenty Five Thousand Pesos Php 25,000.00).
It may also be downloaded free of charge from the website of the Philippine Government Electronic Procurement System (PhilGEPS) and the website of the Procuring Entity, provided that Bidders shall pay the applicable fee for the Bidding Documents not later than the submission of their bids.
7) The Public Attorney’s Office – Central Office will hold a Pre-Bid Conference on 21 July 2026 Tuesday 10:30am at PAO Central Office FOSS at PAO- Central Office, 4th Floor DOJ Agencies Bldg., NIA Road corner East Avenue, Diliman Quezon City and/or through video conferencing via Zoom Link Meeting ID: 515 038 7823 with Passcode: PBAC2025, which shall be open to prospective Bidders.
8) Bids must be duly received by the Bids and Awards Committee (BAC) Secretariat through manual submission at the office address indicated below, on or before 10:00am Tuesday 11 August 2026 Late bids shall not be accepted.
9) All Bids must be accompanied by a Bid Security in any of the acceptable forms and in the amount stated in ITB Clause 16.1.
10) Bid opening shall be on 10:30am Tuesday 11 August 2026 at PAO Central Office FOSS at PAO- Central Office, 4th Floor DOJ Agencies Bldg., NIA Road corner East Avenue, Diliman Quezon City and/or via Zoom Link Meeting ID: 515 038 7823 with Passcode: PBAC2025. Bids will be opened in the presence of the Bidders’ representatives who choose to attend the activity.
11) Submitted Bids must be properly sealed. Contents must be properly labeled and identifiable.
12) The Public Attorney’s Office – Central Office reserves the right to reject any and all bids, declare a failure of bidding, or not award the contract at any time prior to contract award in accordance with Section 70 of R.A. No. 12009, without incurring any liability to the affected Bidder or Bidders.
13) For further information, please refer to:
ATTY. MIGUEL NARCISO A. ILAGAN
PBAC, Head Secretariat
ENGR. ANGELA MARAMAG-PRADO
PBAC, Secretariat Member
Public Attorney’s Office
DOJ Agencies Building, NIA Road corner East Avenue, Diliman, Quezon City
Telephone number 929-94-36 locals 121, 122, & 131
14) You may visit the following websites:
For downloading of Bidding Documents: PAO Website: pao.gov.ph
APPROVED, this 30th day of June 2026 at the Public Attorney’s Office (PAO) Central Office, 5th Floor DOJ Agencies Building, NIA Road corner East Avenue, Diliman, (1104) Quezon City, Philippines
(Original Signed)
ATTY. JAN STEVEN S. DUNUAN
Chairperson, PBAC
Public Attorney V
Regional Public Attorney
PAO-Region III
(Original Signed)
ATTY. RONALD R. MACOROL
Public Attorney IV
Member, PBAC
Officer-In-Charge
Special Appealed Cases Unit
(Original Signed)
ATTY. RONALD JEROME P. NIEVES
Vice-Chairperson, PBAC
Public Attorney IV
Officer-In-Charge
Legal Research Service
(Original Signed)
MR. NELSON G. ACEVEDO
Supervising Administrative Officer
Head, Personnel Section
PAO-Administrative Service
Copy Furnished:
DR. PERSIDA V. RUEDA-ACOSTA, DSD Head of the Procuring Entity (HOPE)
Pre-bid Conference
Date : 21/07/2026
Time : 10:30 AM
Venue : 7) The Public Attorney’s Office – Central Office will hold a Pre-Bid Conference on 21 July 2026 Tuesday 10:30am at PAO Central Office FOSS at PAO- Central Office, 4th Floor DOJ Agencies Bldg., NIA Road corner East Avenue, Diliman Quezon City and/or throug
Reference Number: 13098094
Area of Delivery: Metro Manila
Trade Agreement: Implementing Rules and Regulations
Procurement Mode: Public Bidding
Classification: Goods
Category: Office Equipment
Bid Supplements: 0
Document Request List: 11
Procurement of Toners with Free Use of Copiers
for the Public Attorney’s Office – Central Office for C.Y. 2026
(Purchase Request No. 532-06-2026)
1) The Public Attorney’s Office – Central Office, through the General Appropriations Act for F.Y. 2026 intends to apply the sum of NINETEEN MILLION THREE HUNDRED THOUSAND PESOS (Php 19,300,000.00), inclusive of all taxes applicable and bank and government charges payable, being the Approved Budget for the Contract (ABC) to payments under the contract for Procurement of Toners with Free Use of Photocopiers , as specified under Purchase Request No. 532-06-2026. Bids received in excess of the ABC shall be automatically rejected at bid opening.
2) Specifications:
Item Description Quantity DELIVERY SCHEDULE
(After issuance of Notice to Proceed)
*For Strict Compliance
Subject to the rules on Liquidated
Damages
Toner
- High-yield black toner cartridges
- At least 25,000 pages yield (at the standard test of 5% ink coverage)
- Must be ORIGINAL and NOT COMPATIBLE, RECYCLED or STARTER KIT 1285
pieces Within 45 Calendar days after issuance of NTP
Complimentary use of Heavy Duty Multi-Purpose Printer/Copiers
- Type: Laser
- Color: Monochrome
- Monthly Duty cycle / print volume: 200,000 pages or higher
- Print / copy speed: 45 pages per minute or higher
- Resolution: At least 1200 x 1200 dpi; can scan at 600 dpi
- Scan speed: 120 originals per minute or higher
- Interface: Touchscreen color display
- Paper size: Supports at least A3, A4, Letter, Legal, Executive
- Paper Weight: Can accommodate 60 - 210 gsm
- Paper capacity: 1,000 sheets or higher, expandable to at least 5,000 sheets
- Hard drive: 200 GB or higher
- Memory: 4GB or higher
- Connectivity: LAN, USB, WLAN (embedded)
Others
- Duplex scanner and printer
- Mobile printing option (latest windows, android and IOS)
- With resize (25% to 400%), contrast and sharpness adjustment, multiple job, and interrupt functions
- Warm-up time: Not more than 30 secs.
- With an automatic document feeder
- With a bypass tray and detachable paper feed trays
- 200V to 240V; AC 50/60Hz
Other requirements:
1. Certification of Bidder issued by its authorized representative/official, identifying whether it is a manufacturer, supplier, distributor, dealer, or seller of the items subject of procurement.
2. If Bidder is an authorized supplier/distributor/dealer/seller, a certification from the manufacturer stating such fact must be submitted. For other bidders, a certificate or dealership agreement between the authorized supplier/distributor/dealer/seller and the bidder must also be submitted.
3. Bidders should have completed, within 2 years from the date of submission and receipt of bids, a contract similar to the project.
4. A certification of Very Satisfactory Rating (at least 4/5 or 90%) within the last twelve (12) months issued by a client.
5. A certification attesting to the bidder's prompt action on request for repair or replacement within the prescribed period within the last twelve (12) months issued by a client.
6. Bidders must submit a demo unit/brochure of the offered brand and model.
Responsibilities of the Supplier:
1. Deliver the toners and the heavy-duty multi-purpose printers/copiers, and permit the PAO to use the latter, free of charge, for a period of one year or until the toners are consumed, whichever comes first.
2. Provide training to adequately instruct the personnel in the use of the equipment. The training shall also include orientation, onsite or online, with the staff assisting with network setup at no additional charge.
3. Provide a manual containing operating and service instructions for the equipment shall be delivered with each unit.
4. Conduct quarterly preventive maintenance.
5. Respond within twenty-four (24) hours from receipt of request thru telephone, chat/message or email from the authorized personnel of the PAO.
6. Repair or replacement of spare parts due to inherent defects and/or caused by normal wear and tear shall be made at no cost to PAO and within 3 working days from notification. Equipment that cannot be repaired within the said period shall be replaced with a new unit.
7. Collect the equipment at the end of the contract.
NOTE: See “Annex A” for List of PAO District Offices Addresses included in the Technical Specification Section. 182 Units Within 45 Calendar days after issuance of NTP
3) The Public Attorney’s Office – Central Office now invites bids for Procurement of Toners with Free Use of Photocopiers under Purchase Request No. 532-06-2026 using the Lowest Calculated Responsive Bid (LCRB). Bidders should have completed, at least five (5) years from the date of submission and receipt of bids, contracts similar to the Project. The description of an eligible bidder is contained in the Bidding Documents, particularly, in Section II. Instructions to Bidders.
4) Bidding will be conducted through competitive bidding procedures using a non-discretionary “pass/fail” criterion as specified in the IRR of RA No. 12009.
i) Bidding is restricted to Filipino citizens/sole proprietorships, partnerships, or organizations with at least sixty percent (60%) interest or outstanding capital stock belonging to citizens of the Philippines, and to citizens or organizations of a country the laws or regulations of which grant similar rights or privileges to Filipino citizens, pursuant to RA No. 5183.
5) Interested Bidders may obtain further information from Public Attorney’s Office – Central Office and inspect the Bidding Documents at the address given below from 8:00am to 5:00pm.
6) A complete set of Bidding Documents may be acquired by interested Bidders 01 July 2026 from the address given below upon payment of the applicable fee for the Bidding Documents, pursuant to the latest Guidelines issued by the GPPB, in the amount of (Twenty Five Thousand Pesos Php 25,000.00).
It may also be downloaded free of charge from the website of the Philippine Government Electronic Procurement System (PhilGEPS) and the website of the Procuring Entity, provided that Bidders shall pay the applicable fee for the Bidding Documents not later than the submission of their bids.
7) The Public Attorney’s Office – Central Office will hold a Pre-Bid Conference on 21 July 2026 Tuesday 10:30am at PAO Central Office FOSS at PAO- Central Office, 4th Floor DOJ Agencies Bldg., NIA Road corner East Avenue, Diliman Quezon City and/or through video conferencing via Zoom Link Meeting ID: 515 038 7823 with Passcode: PBAC2025, which shall be open to prospective Bidders.
8) Bids must be duly received by the Bids and Awards Committee (BAC) Secretariat through manual submission at the office address indicated below, on or before 10:00am Tuesday 11 August 2026 Late bids shall not be accepted.
9) All Bids must be accompanied by a Bid Security in any of the acceptable forms and in the amount stated in ITB Clause 16.1.
10) Bid opening shall be on 10:30am Tuesday 11 August 2026 at PAO Central Office FOSS at PAO- Central Office, 4th Floor DOJ Agencies Bldg., NIA Road corner East Avenue, Diliman Quezon City and/or via Zoom Link Meeting ID: 515 038 7823 with Passcode: PBAC2025. Bids will be opened in the presence of the Bidders’ representatives who choose to attend the activity.
11) Submitted Bids must be properly sealed. Contents must be properly labeled and identifiable.
12) The Public Attorney’s Office – Central Office reserves the right to reject any and all bids, declare a failure of bidding, or not award the contract at any time prior to contract award in accordance with Section 70 of R.A. No. 12009, without incurring any liability to the affected Bidder or Bidders.
13) For further information, please refer to:
ATTY. MIGUEL NARCISO A. ILAGAN
PBAC, Head Secretariat
ENGR. ANGELA MARAMAG-PRADO
PBAC, Secretariat Member
Public Attorney’s Office
DOJ Agencies Building, NIA Road corner East Avenue, Diliman, Quezon City
Telephone number 929-94-36 locals 121, 122, & 131
14) You may visit the following websites:
For downloading of Bidding Documents: PAO Website: pao.gov.ph
APPROVED, this 30th day of June 2026 at the Public Attorney’s Office (PAO) Central Office, 5th Floor DOJ Agencies Building, NIA Road corner East Avenue, Diliman, (1104) Quezon City, Philippines
(Original Signed)
ATTY. JAN STEVEN S. DUNUAN
Chairperson, PBAC
Public Attorney V
Regional Public Attorney
PAO-Region III
(Original Signed)
ATTY. RONALD R. MACOROL
Public Attorney IV
Member, PBAC
Officer-In-Charge
Special Appealed Cases Unit
(Original Signed)
ATTY. RONALD JEROME P. NIEVES
Vice-Chairperson, PBAC
Public Attorney IV
Officer-In-Charge
Legal Research Service
(Original Signed)
MR. NELSON G. ACEVEDO
Supervising Administrative Officer
Head, Personnel Section
PAO-Administrative Service
Copy Furnished:
DR. PERSIDA V. RUEDA-ACOSTA, DSD Head of the Procuring Entity (HOPE)
Pre-bid Conference
Date : 21/07/2026
Time : 10:30 AM
Venue : 7) The Public Attorney’s Office – Central Office will hold a Pre-Bid Conference on 21 July 2026 Tuesday 10:30am at PAO Central Office FOSS at PAO- Central Office, 4th Floor DOJ Agencies Bldg., NIA Road corner East Avenue, Diliman Quezon City and/or throug
Reference Number: 13098094
Area of Delivery: Metro Manila
Trade Agreement: Implementing Rules and Regulations
Procurement Mode: Public Bidding
Classification: Goods
Category: Office Equipment
Bid Supplements: 0
Document Request List: 11
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