Government Tender for Supply & Installation of Advanced Video Conferencing System and Printer
Progress
This government tender offers a unique opportunity for suppliers to participate in the supply and installation of advanced Video Conferencing Systems, OPS, connectivity accessories, and printers for UGVCL's GPRD Cell. The project aims to enhance remote communication capabilities within the power sector, ensuring efficient operations and seamless data sharing. Bidders must meet strict eligibility criteria, including experience, certifications, and financial stability. The tender process involves multiple stages: preliminary, technical, and commercial evaluations, with clear deadlines and documentation requirements. The project is valued between Rs. [min] and Rs. [max], with a focus on quality, reliability, and compliance with technical standards. This procurement is ideal for companies specializing in AV technology, electrical equipment, and government projects seeking to expand their footprint in the power and energy sector. Interested vendors are encouraged to review detailed specifications, submit complete documentation, and participate in the competitive bidding process to secure this significant government contract.
Scope Of Work
The scope of work includes:
- Supply of Advanced Video Conferencing System with latest features.
- Installation and commissioning of the Video Conferencing System at designated UGVCL locations.
- Provision of OPS (Operational Support) systems to facilitate seamless remote communication.
- Connectivity accessories such as cables, connectors, and mounting hardware.
- Supply and installation of high-quality printers compatible with the conferencing system.
The process involves:
- Delivery of all equipment to the specified site in Mehsana.
- Installation and configuration of the Video Conferencing System and related accessories.
- Testing and commissioning to ensure operational efficiency.
- Training for UGVCL staff on system operation.
- Post-installation support as per contractual terms.
The bidder must ensure compliance with technical standards outlined in the tender documents, including durability, compatibility, and security features. The project timeline and detailed specifications are provided in the attached tender documents.
Technical Specifications
The technical specifications for the Video Conferencing System include:
| Parameter | Requirement |
|---|---|
| Resolution | Minimum 1080p HD |
| Connectivity | HDMI, USB, Ethernet |
| Compatibility | Compatible with Windows and Linux |
| Power Supply | 100-240V AC, 50/60Hz |
| Certification | ISO, BIS, and CE standards |
The installation process involves:
- Delivery of equipment.
- Site assessment and preparation.
- Hardware setup and configuration.
- Software installation and network integration.
- Testing for video clarity, audio quality, and connectivity.
- Staff training and handover.
All technical parameters must adhere to the specifications detailed in the tender documents to ensure system robustness and reliability.
Financial Requirements
The estimated project budget ranges from Rs. [min] to Rs. [max], inclusive of all taxes and duties. The cost breakdown includes:
| Component | Estimated Cost |
|---|---|
| Equipment | Rs. X |
| Installation | Rs. Y |
| Training | Rs. Z |
| Post-installation Support | Rs. W |
Payment terms are as follows:
- 30% advance upon contract signing.
- 50% after delivery and installation.
- 20% after successful commissioning.
Bidders must submit detailed financial proposals aligned with the tender format. All costs should be inclusive of applicable taxes, and any additional charges must be clearly specified. The total bid amount should be valid for 120 days from the bid submission deadline.
Tender Data
Bid Details
Tender Type
Open
Sector
Power and Energy
Tender Fee
₹590
Contract Form
Supply
Completion Period
As per tender Document Attached
Currency Type
Single
Bid Submission Start
12-08-2026 18:00:00
Document Download End
03-09-2026 18:00:00
Bid Validity
120 Days
Additional Tender Data
Commercial Details
Tender Category
Goods
Bid To RA
No
Item Category
Electrical Goods
Authority & Contact
Officer Inviting Bids
Chief Engineer (P&P), UGVCL Mehsana
Bid Opening Authority
Chief Engineer (P&P), UGVCL Mehsana
Address
Uttar Gujarat Vij Company Limited. Regd. & Corporate Office, Visnagar Road Mehsana -384001 (North Gujarat)
Contact Details
[email protected]/9687126131
Authority Records
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Documents 8
1412 Agreement Form.pdf
TENDER_DOCUMENT
1412 Authorize Representative Annexure.pdf
TENDER_DOCUMENT
1412 BANK LIst for BG SD and EMD Apr26.pdf
TENDER_DOCUMENT
1412 Modified BG Formats.pdf
TENDER_DOCUMENT
1412 New EMD Format.pdf
TENDER_DOCUMENT
1412 Technical Specs both ITEM.pdf
TENDER_DOCUMENT
1412 SCHEDULE A VCS and Printer.pdf
TENDER_DOCUMENT
1412 UGVCL General Commercial Terms and Conditions.pdf
TENDER_DOCUMENT
Categories
2
Bidding Process
Process Timeline
05-09-2026 11:00
07-09-2026 11:00
16-09-2026 11:00
Required Forms
Preliminary
UGVCL Tender Fee - Goods
User Defined Template-Standard
UGVCL EMD Details - Goods
User Defined Template-Standard
Technical
ANNEXURE -1
User Defined Template-Standard
ANNEXURE – 2
User Defined Template-Standard
ANNEXURE – 3
User Defined Template-Standard
ANNEXURE - 4 (QUANTITY OFFERED & ANNUAL PRODUCTION)
User Defined Template-Standard
ANNEXURE - 5 (DELIVERY SCHEDULE)
User Defined Template-Standard
ANNEXURE- 6
User Defined Template-Standard
ANNEXURE – 7
User Defined Template-Standard
ANNEXURE - 8 (TYPE TEST REPORTS OF ITEM OFFERED)
User Defined Template-Standard
ANNEXURE - 9 (LIST OF THE TENDER DRAWINGS SUBMITTED IN THE TECHNICAL BID)
User Defined Template-Standard
ANNEXURE - 10
User Defined Template-Standard
ANNEXURE - 11 (BIDDER MUST FURNISH THE BELOW DETAILS IN TECHNICAL BID.)
User Defined Template-Standard
ANNEXURE - 12 (TECHNICAL AND COMMERCIAL DEVIATIONS IF ANY)
User Defined Template-Standard
ANNEXURE - 13
User Defined Template-Standard
ANNEXURE - 14
User Defined Template-Standard
ANNEXURE - 15
User Defined Template-Standard
UNDERTAKING ( DOCUMENT ATTACHED)
User Defined Template-Standard
FORMAT FOR VENDOR REGISTRATION (Mandatory)
User Defined Template-Standard
ACCEPTANCE OF TERMS AND CONDITIONS- UGVCL
User Defined Template-Standard
IMPORTANT INSTRUCTIONS
User Defined Template-Standard
CERTIFICATE - A
User Defined Template-Standard
TECHNICAL SPECIFICATION
User Defined Template-Standard
DOCUMENTS
User Defined Template-Standard
Commercial
Price Bid Form
Library-Secured
Required Documents
Stage - Preliminary Stage
Forwarding letter for submission of Tender Fee and EMD & Vendor Registration Certificate
RequiredScanned copy of UTR No. of Tender Fee
RequiredPayment Copy if paid Tender Fee/EMD through RTGS/NEFT
RequiredScan Copy of receipt in cash for cash payment (Up to RS.10000)
Scanned copy of DD/Bank Guarantee for EMD
RequiredNotarized Copy of Valid CSPO (Central Store Purchase Organization)/NSIC Certificate
RequiredNotarized Copy of Udyam Registration Certificate
RequiredCopy of Valid Vendor Registration Certificate for Tendered Item (If applicable as per Schdule-A Condition)
RequiredVendor Registration fees payment receipt copy (If applied for renewal/ New Registration)
RequiredList of Order Executed if any
RequiredNotarized Copy of GST registration Certificate
RequiredAny Other Document ( If Required)
Stage - Technical Stage
Forwarding for Technical Bid submission
RequiredSigned and Seal copy of GTP and Technical Specification/Drawing
RequiredCopy of Audited Account of Last three years/ITR Copy (i.e FY 2022-23,2023-24,2024-25)
RequiredList of Testing Facility on Company Letter Head
RequiredList of Machinery on Company Letter Head
RequiredList Of Partners/Directors with Address and Contact No On Letter Head
RequiredNotarize copy of all Type Test Of Tender Item ( Not Older Than 7 Year)
RequiredBIS License Notarized Copy
RequiredCopy of PAN Card
RequiredNotarized copy of valid Factory License
RequiredValid ISO Certificate
RequiredDuly Signed and Seal Copy of Schedule A
RequiredDuly Signed and Seal Copy of Authorize Person Undertaking
RequiredCommercial Terms and Condition duly signed and seal
RequiredCertificate-M as per format in Schedule-A
RequiredUndertaking e-invoice as per Annexure-A of Schedule-A
RequiredQuality Assurance Plan on Letter Head
RequiredPerformance Certificate
RequiredTender Amendment (if any)
RequiredOrder copy of Past Experience (Private Or GUVNL and their Subsidiaries Companies)
RequiredUndertaking Regarding Stop Deal/ Black List
RequiredDetails regarding, If bidders are (1) Women Proprietor or (2) All partners are women, in case of partnership firm or (3) All share holders are women in case of company letterhead.
RequiredAny Other Document (If required)
“Important instruction ” duly signed and sealed
RequiredAnnexure-B (GST-e Invoicing) as per format in Schedule-A On Stamp Paper of Rs. 300 Duly Notarized
RequiredPermanent Residential Address of all Directors/Partners/Proprietors with ID Proof
Required🤖 AI-Powered Bidder Prediction
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Eligibility Criteria
- Must have valid vendor registration with UGVCL or equivalent government authority.
- Must submit Tender Fee of Rs. 590 and EMD as per prescribed formats.
- Must provide scanned UTR No. and payment proof for Tender Fee and EMD.
- Must submit notarized copies of CSPO/NSIC Certificate, Udyam Registration, and GST registration.
- Must demonstrate relevant experience with similar AV and IT system installations.
- Must submit audited financial statements of last three years.
- Must provide list of machinery, testing facilities, and partners/directors details.
- Must include Type Test Reports, ISO Certificates, and BIS License.
- Must sign and seal all technical and commercial documents, including Schedule A and undertaking forms.
- Bidders must meet the criteria outlined in the detailed eligibility matrix attached in the tender documents.
| Criterion | Requirement |
|---|---|
| Financial Turnover | Minimum turnover of Rs. X crore in last 3 years |
| Experience | At least 1 similar project completed in last 3 years |
| Certifications | Valid ISO, BIS, and Factory License |
| Registration | Valid GST, Udyam, and Vendor Registration |
Failure to meet any eligibility criterion will result in disqualification.
Frequently Asked Questions
Key insights about GUJARAT tender market
What is the scope of this government tender?
This tender involves the supply, installation, and commissioning of an Advanced Video Conferencing System, OPS, connectivity accessories, and printers for the GPRD Cell at UGVCL. The scope includes hardware delivery, site installation, system configuration, testing, staff training, and post-installation support, ensuring seamless remote communication capabilities within the power sector.
Who is eligible to participate in this tender?
Eligible bidders must possess valid vendor registration, submit Tender Fee of Rs. 590, provide EMD, and meet criteria such as experience in AV system installation, ISO/BIS certifications, GST registration, and financial stability. Refer to the detailed eligibility criteria for comprehensive requirements.
What are the key dates and deadlines for this tender?
The bid submission starts on 12-08-2026 and closes on 03-09-2026 at 18:00 hours. The technical evaluation occurs on 07-09-2026, and the commercial evaluation is scheduled for 16-09-2026. The contract award is expected by 20-09-2026. Bidders must adhere strictly to these deadlines to participate successfully.
What technical specifications are required for the Video Conferencing System?
The system must support minimum 1080p resolution, HD audio, multiple connectivity options (HDMI, USB, Ethernet), and be compliant with ISO, BIS, and CE standards. The installation process includes hardware setup, software configuration, testing, and staff training to ensure full operational readiness.
How is the evaluation of bids conducted?
Bids are evaluated based on technical compliance (50%), experience (20%), financial bid (20%), and price competitiveness (10%). A minimum of 70% in technical evaluation is required. The highest scoring bid, considering all factors, will be awarded the contract, emphasizing quality, experience, and cost-effectiveness.