Open State Governments & UT NPROCURE

Government Tender for Comprehensive Maintenance of HVAC Systems in Gandhinagar Health Buildings

Bid Publish Date

13-Dec-2025, 11:30 am

Bid End Date

23-Dec-2025, 6:00 pm

Value

₹10,19,062

Location

GANDHINAGAR , GUJARAT

Progress

Issue13-Dec-2025, 11:30 am
AwardPending
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Tender Type

Open

Sector

State Governments & UT

Tender Fee

₹900

Contract Form

Works

Completion Period

12  Months

Currency Type

Single

Categories 3

ELECTRICAL AIR CONDITIONER WATER LEVEL RECORDER

This government tender invites qualified contractors to submit bids for annual comprehensive maintenance of Split Air Conditioners, Water Coolers, and Water Heaters across multiple government health facilities in Gandhinagar, Gujarat. The project encompasses routine servicing, repairs, and preventive maintenance to ensure optimal operation of HVAC systems in various government hospitals, clinics, and laboratories. Bidders should possess relevant experience, valid licenses, and technical expertise in electrical and HVAC maintenance. The tender aims to enhance the reliability and efficiency of critical health infrastructure, supporting public health services. The project duration is 12 months with an estimated value of approximately INR 10,19,061.72. Interested firms must adhere to eligibility criteria, submit required documents, and follow the specified bidding process to qualify for this lucrative government contract.

Scope Of Work

• Routine Maintenance: Regular inspection, cleaning, and servicing of Split AC units, Water Coolers, and Water Heaters across designated government health facilities.

• Repairs & Replacement: Repair or replacement of faulty components, compressors, thermostats, and water heating elements to ensure systems operate efficiently.

• Preventive Maintenance: Scheduled checks to prevent breakdowns, optimize system performance, and extend equipment lifespan.

• System Testing & Calibration: Ensure all HVAC and water systems are functioning within specified parameters.

• Documentation & Reporting: Maintain detailed records of maintenance activities, issues identified, and corrective actions taken.

• Compliance: Adhere to all safety standards, government regulations, and technical specifications as outlined in the tender documents.

Equipment Type Maintenance Frequency Key Specifications
Split AC Units Monthly & Quarterly Capacity: 1-5 Ton, Energy-efficient models
Water Coolers Monthly Refrigerant type: R-134a, Capacity: 50-200 liters
Water Heaters Monthly & As Needed Power: 3-10 KW, Types: Storage & Instant

• Sequential Process:

  1. Bid submission and document verification.
  2. Site assessment and initial inspection.
  3. Routine maintenance scheduling.
  4. Execution of maintenance activities.
  5. Final reporting and system handover.

Technical Specifications

The HVAC systems must meet the following technical parameters:

Parameter Specification
Power Supply 230V/50Hz, Single Phase
Capacity 1-5 Ton for split ACs, 50-200 liters for water coolers
Refrigerant R-134a or equivalent
Water Heater Power 3-10 KW
Efficiency Energy Star rated or equivalent
Certification BIS or ISI standards

Sequential procedures include:

  1. Initial inspection and assessment.
  2. Routine cleaning and servicing.
  3. Troubleshooting and repairs.
  4. Replacement of faulty parts.
  5. Final testing and system calibration.

All work must adhere to the specifications detailed in the tender documents and applicable safety standards.

Financial Requirements

The total estimated cost for the project is approximately INR 10,19,061.72. Payment will be made in installments based on milestones achieved:

Payment Schedule Percentage Conditions
Initial Payment 30% Upon contract signing
Mid-term Payment 40% After 6 months of satisfactory work
Final Payment 30% Post completion and acceptance

Bidders must quote their rates in the prescribed format, including taxes and other applicable charges. The bid must be valid for 120 days from the submission deadline. All financial proposals should be submitted electronically as per the instructions in the tender documents.

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Eligibility Criteria

  • ✓ Must have valid Gujarat Contractor License and R&B Department Registration.
  • ✓ Proven experience in HVAC and electrical maintenance for government or large institutional facilities.
  • ✓ Submission of GST Registration Certificate, PAN Card, and Bid Security (EMD) as specified.
  • ✓ Demonstrated capability to undertake projects of similar scope for at least one year.
  • ✓ Financial stability with average annual turnover of at least INR 5,00,000 over the last 3 years.
Qualification Minimum Requirement
Contractor License Valid issued by Gujarat Govt
Experience 1+ year in HVAC maintenance
Financial Turnover INR 5,00,000 (last 3 years)
Documents GST, PAN, EMD, Registration Certificates
  • ✓ Submission of Declaration Letter as per ANNEXURE-A.
  • ✓ Compliance with all technical and safety standards outlined in the tender documents.

Bidding Process

Process Timeline

1. Priliminary Stage

23-12-2025 18:02

2. Commercial Stage

23-12-2025 18:05

Required Forms

Priliminary

Tender Fee EMD And Registration Details Form

User Defined Template-Standard

Required

Commercial

Percentage Rate

Library-Secured

Required

Required Documents

Stage - Priliminary Stage

1

Upload scan copy of the Tender / Bid fee

Required
2

Upload scan copy of the Earnest Money Deposit in form of FDR/ Valid Exemption Certificate.

Required
3

Upload scan copy of the Valid GST Registration Certificate

Required
4

Upload scan copy of the Valid PAN Card

Required
5

Upload Scan copy of Valid Contractor license issued by Government of Gujarat.

Required
6

Upload Scan copy of Valid Contractor Registration Certificate issued by R&B Department Government of Gujarat.

Required
7

Upload scan copy of Declaration Letter of Bidder as per ANNEXURE-A.pdf

Required
8

Upload scan copy of Form-3A issued by employer to substantiate successful experience of similar work as prescribed in pre-qualification Criteria.(If require attach agreement copy) 40 Percentage. The Work Should be for one year only, Otherwise equal amount shall be calculate.

Required

Frequently Asked Questions

Key insights about GUJARAT tender market

What is the scope of work for this government tender?

The scope includes routine maintenance, repairs, and preventive servicing of Split AC units, Water Coolers, and Water Heaters across various government health facilities in Gandhinagar. Bidders must ensure systems operate efficiently, meet safety standards, and adhere to technical specifications outlined in the tender documents. The work involves scheduled inspections, component replacements, troubleshooting, and system calibration to maintain optimal performance.

What are the eligibility criteria for participating in this tender?

Eligible bidders must possess a valid Gujarat Contractor License, R&B registration, and demonstrate experience in HVAC maintenance for at least one year. They should submit documents including GST Registration, PAN Card, EMD, and Declaration Letter as specified. Financial stability with an annual turnover of minimum INR 5,00,000 over the last three years is required. All documents must be valid and submitted before the deadline.

How can I submit my bid for this tender?

Bids must be submitted electronically via the official nprocure portal. Bidders should download the tender documents, prepare their technical and financial proposals, and upload all required documents before the deadline of 23-12-2025, 6:00 PM. No physical submissions are accepted. Ensure digital certificates are valid for signing bids and attend the vendor training sessions if needed.

What is the estimated value and payment schedule for this project?

The estimated project cost is approximately INR 10,19,061.72. Payments will be made in three installments: 30% upon contract signing, 40% after six months of satisfactory work, and 30% upon project completion and acceptance. Bidders should quote rates accordingly, including taxes, and ensure bid validity for 120 days from submission.

What are the key dates I should be aware of?

The bid submission opens on 13-12-2025 at 11:30 AM and closes on 23-12-2025 at 6:00 PM. The bids will be publicly opened on 23-12-2025 at 6:02 PM. Bidders must submit all required documents before the deadline to qualify for evaluation. Final evaluation will be completed shortly after bid opening, with award notifications issued by 30-12-2025.

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