Open Education & Training NPROCURE

Tender for Annual Preventive Maintenance & Air Conditioner Services at Veer Narmad South Gujarat University

Posted

18 Oct 2025, 03:30 am

Deadline

18 Nov 2025, 12:30 pm

EMD

₹17,000

Value

₹16,91,038

Location

SURAT , GUJARAT

Progress

Issue18 Oct 2025, 03:30 am
AwardPending
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Tender Type

Open

Sector

Education & Training

Tender Fee

₹1,062

Contract Form

Works

Completion Period

12  Months

Currency Type

Single

Categories 9

TECHNICAL SERVICES AIR CONDITIONER SERVICES AMC OF COMPUTER MACHINE PRINTER REPAIR MACHINERY REPAIRS WINDOW AMC OF AIR CONDITION

This government tender invites qualified contractors to submit bids for Annual Preventive Maintenance and Services of split, window, and duct air conditioning units at Veer Narmad South Gujarat University, Surat. The contract aims to ensure optimal functioning, energy efficiency, and longevity of air conditioning systems across university facilities. Bidders must meet strict eligibility criteria, including valid registration, experience, and technical licenses. The project involves comprehensive maintenance, troubleshooting, and servicing of various air conditioning units, with a completion period of 12 months. The tender process is open, with a clear evaluation methodology, and is accessible through the NPROCURE platform. This opportunity is ideal for HVAC service providers, electrical contractors, and facilities management companies seeking government contracts in the education sector.

Scope Of Work

The scope of work includes:

  • Comprehensive preventive maintenance of split, window, and duct air conditioning units.
  • Troubleshooting and repairs to ensure optimal functioning.
  • Cleaning and replacement of filters, coils, and other components.
  • Electrical checks and calibration of control systems.
  • Refrigerant refilling and leak detection.
  • Record-keeping of maintenance activities.

The process involves:

  1. Initial inspection of all units.
  2. Scheduling routine maintenance as per manufacturer guidelines.
  3. Executing repairs and replacements as needed.
  4. Testing and commissioning of repaired units.
  5. Reporting to the university authorities.

The contractor must provide all necessary tools, equipment, and skilled manpower to complete the tasks within the stipulated timeline. The work must comply with safety standards and technical specifications detailed in the tender documents.

Equipment Type Maintenance Frequency Key Tasks
Split ACs Quarterly Filter cleaning, refrigerant check
Window ACs Bi-annual Coil cleaning, electrical inspection
Ducted ACs Annual Duct cleaning, system calibration

All activities must be documented with service reports and certificates as proof of compliance.

Technical Specifications

The technical specifications include:

Parameter Requirement
Power Supply 220-240V, 50Hz
Refrigerant Type R-410A or equivalent
Cooling Capacity 1 Ton to 5 Tons
Efficiency Standards As per BIS standards
Control System Digital/Programmable thermostats

The process involves:

  1. Inspection of units to assess current condition.
  2. Routine maintenance as per manufacturer guidelines.
  3. Leak detection using approved methods.
  4. Refrigerant refilling with certified refrigerants.
  5. Electrical testing using calibrated instruments.
  6. Final testing and commissioning to verify performance.

All technical activities must adhere to safety and quality standards specified in the tender documents and relevant technical manuals.

Financial Requirements

The estimated project cost is approximately INR 16.91 lakh. The financial bid should include a percentage rate for the services, as per the prescribed format. Payment will be made in installments based on completed milestones, including initial mobilization, routine maintenance, and final acceptance.

Cost Component Amount (INR)
Total Estimated Cost 16,91,037.95
Bid Submission Format Percentage rate of service charges
Payment Terms 30% on contract signing, 40% after 6 months, 30% on completion

Bidders must submit a Security Deposit (EMD) of INR 17,000 along with their bid, refundable upon contract completion and satisfactory performance. All financial transactions must be compliant with government procurement norms.

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Eligibility Criteria

✓ Must have a valid GST registration number.
✓ Must possess Registration Certificate as a government-registered contractor.
✓ Must provide PAN Number.
✓ Must submit Tender Fee DD and EMD DD as per tender guidelines.
✓ Must have experience in HVAC maintenance, specifically with split, window, and duct air conditioning units.
✓ Must hold a valid Electrical Supervisor License.
✓ Must submit an Annual Turnover Certificate demonstrating a minimum turnover of at least INR 15 lakh in the last financial year.
✓ Must declare litigation history and provide relevant documentation.

Qualification Criterion Minimum Requirement
Registration Certificate Valid and active
Experience At least 3 years in HVAC maintenance
Financial Turnover INR 15 lakh or more
Licenses Valid Electrical Supervisor License
Experience Certificates For similar projects in last 3 years

Bidders failing to meet these criteria will be disqualified from the bidding process.

Bidding Process

Process Timeline

1. Technical stage

01-12-2025 11:00

2. Commercial Stage

01-12-2025 11:05

Required Forms

Technical

Tender Fee Form

Library-Standard

Required

Emd Fee Form

Library-Standard

Required

Commercial

Percentage Rate

Library-Secured

Required

Required Documents

Stage - Technical stage

1

PAN NUMBER

Required
2

Registration Certificate (Government registered contractors) as per Tender Documents

Required
3

GST REGISTRATION No.

Required
4

Tender Fee DD as per Tender Documents

Required
5

Tender EMD DD as per Tender Documents

Required
6

Experience Certificate as per Tender Documents

Required
7

Annual Turn Over Certificate as per Tender Documents

Required
8

Declaration of Litigation History

Required
9

Electrical Supervisor License

Required

Form - Tender Fee Form

1

Provide any proof of Bid Processing Fee

Form - Emd Fee Form

1

Provide any proof of EMD Document

Frequently Asked Questions

What is the scope of work for this tender?

The scope includes preventive maintenance, troubleshooting, cleaning, repairs, and system calibration for split, window, and duct air conditioning units. The contractor must ensure all units operate efficiently, with scheduled routine activities such as filter replacement, refrigerant refilling, and electrical checks, following manufacturer guidelines. The process involves initial inspection, scheduled maintenance, repairs, testing, and documentation, ensuring compliance with safety standards.

Who is eligible to participate in this tender?

Eligible bidders must possess a valid GST registration, Registration Certificate as a government-registered contractor, PAN number, and Electrical Supervisor License. They must have experience in HVAC maintenance for similar projects, demonstrate a minimum annual turnover of INR 15 lakh, and submit all required documents including experience certificates and litigation declarations. Bidders should also provide Tender Fee DD and EMD DD as specified.

What are the key dates and deadlines for this tender?

The tender documents are available from 18-10-2025. The bid submission deadline is 18-11-2025 at 18:00. Technical evaluation is scheduled for 01-12-2025 at 11:00 AM, followed by commercial evaluation at 11:05 AM on the same day. Bidders must ensure timely submission to avoid disqualification.

How is the evaluation process conducted?

Evaluation is based on technical competence (40%), financial offer (30%), past performance (20%), and eligibility compliance (10%). Bidders must meet minimum technical scores of 60%. The committee reviews technical documents, experience, and financial bids, with the highest combined score winning the tender. Clarifications or site visits may be requested during evaluation.

How can I get assistance or training for bid submission?

Bidders can attend free vendor training sessions held every Saturday at (n)code solutions, Ahmedabad. For technical support, contact the NPROCURE Support Team at +91-79-40007517 or via email at [email protected]. Early contact is recommended to ensure smooth registration and bid submission process.