Open State Governments & UT NPROCURE

Government Tender for Comprehensive Maintenance of Digital Conference System at Gandhinagar Minister Bungalow

Bid Publish Date

23-Dec-2025, 3:00 pm

Bid End Date

05-Jan-2026, 4:00 pm

Value

₹36,67,008

Location

GANDHINAGAR , GUJARAT

Progress

Issue23-Dec-2025, 3:00 pm
AwardPending
Explore all 4 tabs to view complete tender details

Tender Type

Open

Sector

State Governments & UT

Tender Fee

₹1,500

Contract Form

Works

Completion Period

As per tender Document Attached

Currency Type

Single

Categories 3

ELECTRICAL WATER LEVEL RECORDER MICROCENTRIFUGES

This government tender offers a unique opportunity for experienced electrical and audiovisual service providers to secure a 4-year comprehensive maintenance contract for the Digital Conference System at the Minister Bungalow in Gandhinagar. Managed by the Roads and Buildings Department, this project emphasizes reliable support, OEM-certified parts, and technical excellence. Bidders must meet strict eligibility criteria, including proven experience, financial stability, and local presence in Gujarat. The tender process involves online submission, detailed evaluation, and timely award, ensuring seamless government communication infrastructure. With a focus on transparency and quality, this tender invites qualified companies to contribute to efficient governance through expert maintenance services. The project aims to enhance audiovisual facilities, support government functions, and ensure high standards of operational excellence in a prestigious government location.

Scope Of Work

The scope of work includes:

  • Comprehensive maintenance and support for the Digital Conference System installed at the Minister Bungalow No 1.
  • Regular preventive maintenance to ensure system reliability.
  • Troubleshooting and repair of hardware and software components.
  • System calibration and updates as per OEM specifications.
  • On-call support during official working hours and emergency situations.
  • Documentation and reporting of maintenance activities.

The process involves:

  1. Initial assessment of the existing system.
  2. Preparation of maintenance schedule.
  3. Execution of routine checks and repairs.
  4. Reporting and documentation.
  5. Feedback and continuous improvement.

Specifications include:

Parameter Details
System Type Digital Conference System
Duration 4 years
Service Frequency Weekly preventive checks, emergency support
Response Time Within 4 hours for emergencies
OEM Support Minimum 5-year OEM support certification

The contractor must ensure compliance with all technical standards and provide OEM-certified spare parts and support during the contract period.

Technical Specifications

The Digital Conference System must meet the following technical parameters:

Parameter Specification
System Type HD Video and Audio Conference System
Connectivity HDMI, Ethernet, USB
Resolution Minimum 1080p Full HD
Compatibility OEM-certified parts and software
Support OEM support for minimum 5 years

Procedures include:

  • Conduct initial system assessment.
  • Prepare maintenance and support plan.
  • Schedule routine preventive checks.
  • Execute repairs and updates.
  • Maintain detailed logs of activities.

The contractor must ensure all hardware and software components are OEM-certified, and provide regular updates and calibration as per OEM guidelines.

Financial Requirements

The estimated contract value is approximately ₹36,67,007.73. The payment schedule will be as follows:

Payment Term Percentage Conditions
Initial Advance 10% Upon contract signing
Quarterly Payments 20% each Based on approved maintenance reports
Final Payment 10% After completion of 4 years and final audit

Bidders must submit detailed financial proposals including break-up of costs for labor, spare parts, OEM support, and miscellaneous expenses. All payments are subject to satisfactory performance and approval of maintenance reports. The bid must be inclusive of all applicable taxes and duties.

Past Similar Tenders (Historical Results)

5 found

Operation and Maintenance Of Electrical Systems/Electrical Installations - operation and maintenanc

Indian Army

BANGALORE, KARNATAKA

Posted: 21 July 2025
Closed: 31 July 2025
GEM

Operation and Maintenance Of Electrical Systems/Electrical Installations - Operation and maintenanc

Indian Army

BANGALORE, KARNATAKA

Posted: 16 May 2025
Closed: 26 May 2025
GEM

Operation and Maintenance Of Electrical Systems/Electrical Installations - Operation and maintenanc

Indian Army

BANGALORE, KARNATAKA

Posted: 25 June 2025
Closed: 5 July 2025
GEM

Operation and Maintenance Of Electrical Systems/Electrical Installations - Annual job contract for

Rhq - Er

BANKURA, WEST BENGAL

Posted: 3 October 2025
Closed: 24 October 2025
GEM

Operation and Maintenance Of Electrical Systems/Electrical Installations - Operational and Maintena

Indian Army

PUNE, MAHARASHTRA

Posted: 25 June 2025
Closed: 5 July 2025
GEM

🤖 AI-Powered Bidder Prediction

Discover companies most likely to bid on this tender

Live AI
Historical Data

Eligibility Criteria

  • ✓ Must have valid registration and licenses for electrical and audiovisual works.
  • ✓ Must have completed similar AMC or maintenance projects for digital conference or AV systems with a minimum value of ₹14,66,803.10.
  • ✓ Must possess a valid Electrical Contractor License (E-1 category or above).
  • ✓ Must have a local office or workshop in Gujarat with proof (property tax, electricity bill, lease, etc.).
  • ✓ Must demonstrate annual turnover exceeding ₹36,67,007.73 in any one of the last five financial years.
  • ✓ Must submit a bid security of ₹37,000 in the form of FDR or bank guarantee, valid for at least 165 days.
  • ✓ Must provide OEM support certificates valid for at least 5 years.
  • ✓ Must submit a declaration letter (Annexure A) and scope of work (PDF).
Qualification Criteria
Experience Similar work worth ≥ ₹14,66,803.10
Financial Turnover > ₹36,67,007.73 in last 5 years
Certification Valid electrical license, OEM support
Local Presence Office/Workshop in Gujarat
Security Deposit ₹37,000 in FDR or bank guarantee

All documents must be uploaded as per specified formats and validity requirements.

Bidding Process

Process Timeline

1. Preliminary Stage

05-01-2026 16:02

2. Commercial Stage

05-01-2026 16:10

Required Forms

Preliminary

Tender Fee Form

Library-Standard

Required

Emd Fee Form

Library-Standard

Required

Commercial

Percentage Rate

Library-Secured

Required

Required Documents

Stage - Preliminary Stage

1

• Upload scanned copy of Tender Fee of ₹1500/-in the form of Demand Draft only (Cash not acceptable) in favour of Executive Engineer, Sachivalaya Complex Electrical Division, Gandhinagar payable at Gandhinagar from any Nationalized / Scheduled Bank. (DD for Tender Fee must be purchased from the account of Bidder)

Required
2

• Upload scanned copy Bid Security/Earnest Money Deposit of ₹37,000/-in the form of FDR (with a validity period of not less than 165 Days) / Bank Guarantee from Nationalized/ Scheduled Bank in favour of Executive Engineer, Sachivalaya Complex Electrical Division, Gandhinagar payable at Gandhinagar OR Exemption Certificate is Valid (FDR for EMD must be purchased from the account of Bidder)

Required
3

• Upload scanned copy Bank Solvency (25 percent of estimated cost put to tender i.e. ₹9,16,751.93/-) issued in Current Calendar Year

Required
4

• Upload Scanned copy of Permanent Account Number (PAN) issued by Income Tax Department

Required
5

• Upload Scanned copy of GST Registration Certificate

Required
6

• Upload scanned copy of E-1 and above category registration (Electrical)

Required
7

• Upload Scanned copy of valid Electric contractor licence.

Required
8

• Upload Scanned copy of Annual Turnover Statement certified by C.A. of any one of last five financial year i.e.2020-21 to 2024-25 updated to the current financial year shall be more than ₹36,67,007.73

Required
9

• Upload Scanned copy of Experience in Form -3A for one similar Completed work (i.e. AMC of AV System work or Digital Conference System) having completion cost not less than ₹14,66,803.10 (40 Percentage of the amount put to tender for the proposed Work)

Required
10

• Bidder /OEM must have one office / Workshop / Service Centre in Gujarat. (Copy of documents to prove Local office / Workshop in Gujarat Please attach the copy of any one of the following: Property tax bill/Electricity Bill/Telephone Bill/GST Registration copy/Lease agreement etc.)

Required
11

• Upload Signed and scanned copy of Declaration Letter of Bidder (Annexure A)

Required
12

• Upload Signed and Scanned copy of which provides the certificate of support for parts from OEM for minimum 5 years along with Bid as per Annexure B

Required
13

• Upload Signed & Scanned Copy of Scope of work.PDF

Required

Frequently Asked Questions

Key insights about GUJARAT tender market

What is the scope of this government tender?

This tender involves a 4-year comprehensive maintenance contract for the Digital Conference System installed at Minister Bungalow No 1 in Gandhinagar. The scope includes preventive maintenance, troubleshooting, repairs, system updates, and OEM support to ensure uninterrupted conference facilities. Bidders must provide OEM-certified parts and adhere to specified technical standards to qualify.

What are the key eligibility criteria for bidders?

Eligible bidders must have:

  • Valid electrical and audiovisual licenses.
  • Experience in similar AMC or digital conference system projects worth at least ₹14,66,803.10.
  • A local office or workshop in Gujarat.
  • An annual turnover exceeding ₹36,67,007.73 in any of the last five years.
  • Valid bid security of ₹37,000.
  • OEM support certificates valid for 5+ years.
    All documents must be uploaded as per the tender guidelines.
How can I participate in this tender?

Interested bidders should download the tender documents from the official portal, attend the pre-bid meeting if scheduled, and submit technical and financial bids online before the deadline. The bid opening will be conducted publicly on 05-01-2026, and evaluation will follow based on technical competence and cost. Ensure all documentation is complete and compliant.

What are the important dates for this tender?

Key dates include:

  • Bid Submission Start: 23-12-2025
  • Bid Submission End: 05-01-2026 at 4:00 PM
  • Bid Opening: 05-01-2026 at 4:00 PM
  • Evaluation Completion: Shortly after bid opening
  • Contract Award: Expected by 10-01-2026
    All dates are subject to change; bidders should monitor the official portal for updates.
Who can I contact for support or queries?

For assistance, contact:
Executive Engineer, Sachivalay Complex Electrical Division, Gandhinagar

  • Email: [email protected]
  • Phone: +91-79-40007517, 40007514, 40007515
  • Address: 1st Floor, A Block, Patnagar Yojna Bhavan, Sector No 16, Gandhinagar
    Support is available during official working hours, and detailed guidance can be obtained via email or phone.

Similar Tenders

3 found

Annual Comprehensive Maintenance Contract for Split AC Machine, Water Cooler, Geyser, and Motor Pump set in Government Health Buildings at Gandhinagar Rural Area, Dist:-Gandhinagar

Project Implementation Unit

📍 GANDHINAGAR, GUJARAT

Est: ₹4.2 L
⏰ Deadline: 2 weeks left
🛒 Type: Service
View NPROCURE

Providing annual comprehensive maintenance contract for Air Conditioner, Water Cooler & Gyser Under Dethali,Siddhpur & Rural Patan. Dist: Patan

Project Implementation Unit

📍 GANDHINAGAR, GUJARAT

Est: ₹11.0 L
⏰ Deadline: 2 weeks left
🛒 Type: Service
View NPROCURE

All in maintenance contract for various appliances installed in Swarnim Sankul-1 & 2, Sardarbhavan at Gandhinagar.(for one year)

Roads and Buildings

📍 GANDHINAGAR, GUJARAT

Est: ₹3.5 L
⏰ Deadline: 2 weeks left
🛒 Type: Service
View NPROCURE