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Open State Governments & UT NPROCURE

Government Tender for Supply, Installation & Configuration of Video Conferencing Equipment in Surat

Bid Publish Date

04-Nov-2025, 10:30 am

Bid End Date

14-Nov-2025, 6:00 pm

EMD

₹22,000

Location

SURAT , GUJARAT

Progress

Issue04-Nov-2025, 10:30 am
AwardPending
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Tender Type

Open

Sector

State Governments & UT

Tender Fee

₹1,062

Contract Form

Supply

Completion Period

As per tender Document Attached

Currency Type

Single

Categories 1

ELECTRONIC COMPONENTS

This government tender issued by Surat Municipal Corporation offers a significant opportunity for suppliers specializing in video conferencing hardware and ICT infrastructure. The project involves supply, installation, and configuration of advanced Video Conferencing Equipment across multiple municipal locations, aimed at improving remote communication capabilities. The tender emphasizes compliance with technical standards, timely delivery, and quality assurance. Bidders must meet strict eligibility criteria, including proven project experience, financial stability, and technical certifications. The procurement process is transparent, with clear deadlines for bid submission and evaluation. This initiative aligns with government efforts to modernize communication systems and promote digital governance. Companies with expertise in AV hardware, ICT solutions, and government project execution are encouraged to participate and contribute to Gujarat’s digital infrastructure development.

Scope Of Work

The scope of work includes:

  • Supply of Video Conferencing Equipment: Provision of all hardware components as per technical specifications.
  • Installation & Setup:
    1. Delivery of equipment to designated locations.
    2. Proper installation of hardware components.
    3. Configuration of systems for optimal performance.
    4. Integration with existing communication infrastructure.
  • Commissioning & Testing:
    • Conduct comprehensive testing to ensure system functionality.
    • Troubleshoot and resolve any issues.
  • Documentation & Training:
    • Provide detailed technical documentation.
    • Offer training sessions for end-users.
  • Support & Maintenance:
    • Post-installation support for a specified warranty period.
Specification Details
Equipment Type Video Conferencing Units, Cameras, Microphones, Control Units
Compatibility Must support latest video conferencing protocols
Technical Standards Compliant with industry standards for AV equipment
Delivery Timeline As per project schedule in tender document
Installation Sites Multiple locations within Surat municipal premises

Bidders must ensure all deliverables meet the technical and quality standards specified in the tender document, and adhere to safety and compliance regulations.

Technical Specifications

Parameter Specification
Equipment Compatibility Supports HD video, latest protocols like SIP, H.323
Video Resolution Minimum 1080p HD
Microphone Sensitivity Noise reduction and echo cancellation
Control System User-friendly interface with remote access
Power Supply Standard 110-240V AC
Certification ISO, CE, FCC compliance

Sequential process for technical setup:

  1. Delivery of hardware components.
  2. Physical installation at designated locations.
  3. System configuration and calibration.
  4. Connectivity testing and integration.
  5. Final acceptance testing and commissioning.

All equipment must be supplied with manufacturer warranties and technical support documentation.

Financial Requirements

The estimated budget for this project ranges from INR 10,00,000 to INR 15,00,000, inclusive of all hardware, installation, and commissioning costs. The breakdown includes:

Cost Component Estimated Cost (INR)
Hardware & Equipment 7,00,000
Installation & Setup 2,00,000
Testing & Commissioning 1,00,000
Support & Training 50,000
Contingencies 50,000

Payment terms are structured as follows:

  • 30% advance upon contract signing.
  • 40% after delivery and initial installation.
  • 30% upon successful commissioning and acceptance.

Bidders must provide a detailed financial proposal aligned with these guidelines, ensuring transparency and compliance with the tender terms.

Documents 1

DC-ISD-Network-05-2025.pdf

TENDER_DOCUMENT

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Eligibility Criteria

  • ✓ Must have valid registration and licenses for electronic equipment supply.
  • ✓ Proven experience in supply, installation, and commissioning of Video Conferencing Systems.
  • ✓ Financial stability with minimum turnover as specified in the annexures.
  • ✓ Must submit all required documents, including:
    Document Requirement
    Certificate of Incorporation Valid registration certificate
    Solvency Certificate Recent certificate indicating financial capacity
    Work Orders & Performance Certificates For relevant projects in last 5 years
    Technical Specification Sheets Signed and stamped on OEM's letterhead
    Authorization Letter From OEM, if applicable
    PAN & GST Registration Valid and current
  • ✓ Must comply with all eligibility criteria outlined in the tender documents, including submission of bid fee, EMD, and other supporting documents.

Bidding Process

Process Timeline

1. Preliminary Stage
2. Commercial Stage

Required Forms

Preliminary

SMC etender 100 per EMD and Tender fee

User Defined Template-Standard

Required

Commercial

SMC ISD Video Conferencing Equipments PB

User Defined Template-Secured

Required

Required Documents

Stage - Preliminary Stage

1

Scan copy of Tender (Bid) Fee (in support of Eligibility Criteria No. 3.7)

Required
2

Scan copy of EMD (in support of Eligibility Criteria No. 3.7)

Required
3

Scan copy of Solvency certificate (in support of Eligibility Criteria 3.8)

Required
4

Scan copy of Certificate of Incorporation/Registration (in support of Eligibility Criteria No. 3.1)

Required
5

Scan copy of work order / Completion certificate/ Contract / performance certificate clearly indicating years in operation (in support of Eligibility Criteria No. 3.2)

Required
6

Scan copy of work order / Completion certificate / Contract/ performance certificate clearly indicating supply, installation and Commissioning of Video Confrencing Equipments (in support of Eligibility Criteria No. 3.3)

Required
7

Scan copy of the Audited Balance Sheet/Certificate from statutory auditor regarding turnover (in support of Eligibility Criteria No. 3.4)

Required
8

Scan copy of duly signed and stamped Technical Specification Sheet on OEM’s letter head. (in support of Section-6)

Required
9

Scan copy of duly signed and stamped Technical Specification on Bidder’s letter head. (in support of Section-6)

Required
10

Scan copy of Authorization Letter as per Clause-2.26 (mandatory in case tender signatory is other than Owner/Partner/MD/Director/Company Secretary)

Required
11

Scanned copy of Bid Format given in Section – 7, Annexure to Technical Bid Annexure-A: Bidder’s Details

Required
12

Annexure-B: Details of assignments supply, installation and Commissioning of Video Conferencing Equipments in last 5 years.

Required
13

Annexure-C: Details of Authorised Distributor/Dealer/Channel Partner/Service partner

Required
14

Annexure-D: Information of Authorized Signatory/Contact person

Required
15

Annexure-E: Self-Declaration (in support of Eligibility Criteria No.3.6)

Required
16

Annexure-F: Authorization Letter from OEM (in support of Eligibility Criteria No.3.5)

Required
17

Scan copy of PAN card.

Required
18

Scan copy of GST Registration Certificate.

Required
19

Scan copy of duly signed addendum and Corrigendum, if any.

20

Scan copy of any other document not mentioned above but required to be attached as per the tender requirement.

Frequently Asked Questions

Key insights about GUJARAT tender market

What is the main purpose of this government tender?

This tender aims to select qualified vendors for the supply, installation, and configuration of Video Conferencing Equipment for Surat Municipal Corporation, enhancing remote communication infrastructure within government offices.

What are the key eligibility criteria for bidders?

Bidders must have valid registration, proven experience in AV system projects, financial stability with requisite turnover, and must submit all required documents such as certificates, work orders, technical sheets, PAN, GST, and authorization letters. Compliance with all eligibility conditions is mandatory for participation.

How can I participate in the bidding process?

Participants should register on the NPROCURE portal, download the tender documents, attend the pre-bid meeting, and submit their technical and financial bids electronically before the deadline. Ensure all documents are complete and adhere to specified formats for successful submission.

What is the evaluation criteria for selecting the winning bid?

Evaluation is based on technical compliance (50%), past experience (20%), financial offer (20%), and support/warranty terms (10%). Bidders must meet minimum technical scores and submit all required documentation to qualify for financial assessment.

What are the important dates and deadlines I should be aware of?

Key dates include Bid Submission Start: 04-11-2025, Bid Submission End: 14-11-2025, and Tender Opening: to be notified. All deadlines are strict; late submissions will be rejected. Bidders should monitor official updates regularly.