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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-Dec-2025, 10:30 am

Bid End Date

12-Dec-2025, 6:00 pm

Location

SURAT , GUJARAT

Progress

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

Open

Sector

State Governments & UT

Tender Fee

₹1,062

Contract Form

Works

Completion Period

5  Years

Currency Type

Single

Categories 1

ELECTRONIC COMPONENTS

This government tender offers a unique opportunity for vendors to supply, install, and configure Video Conferencing Equipment for Surat Municipal Corporation. The project aims to modernize municipal communication systems, facilitating seamless virtual meetings and remote collaborations. With a project duration of 5 years, bidders must meet strict eligibility criteria, including experience, financial stability, and OEM certifications. The procurement process is conducted online, emphasizing transparency and efficiency. Successful bidders will deliver high-quality hardware, ensure system integration, and provide training and support. This tender aligns with government initiatives to promote digital governance and smart city development. Companies specializing in electronic components, AV systems, and ICT infrastructure are encouraged to participate and contribute to Surat’s smart city vision.

Scope Of Work

The scope of work includes:

  • Procurement of Video Conferencing Equipment as per technical specifications.
  • Installation of hardware including cameras, microphones, displays, and control units.
  • Configuration of the entire Video Conferencing System to ensure seamless connectivity.
  • Integration with existing communication infrastructure.
  • Testing and commissioning of the installed systems.
  • Providing user training and documentation.

The key deliverables are:

  • Fully operational Video Conferencing Systems at designated locations.
  • Technical documentation including setup, configuration, and user manuals.
  • Support and maintenance plan for the first year.

Sequential process:

  1. Tender submission and technical evaluation.
  2. Contract award and project kick-off.
  3. Procurement and delivery of equipment.
  4. Installation and configuration.
  5. System testing and commissioning.
  6. Training and handover.
Specification Details
Equipment Type Video Conferencing Units, Cameras, Microphones, Displays
Connectivity IP-based, supporting HD quality
Compatibility Compatible with existing municipal communication systems
Warranty Minimum 1 year on all hardware
Support On-site and remote technical support

Bidder must ensure compliance with all technical and safety standards mandated by government regulations.

Technical Specifications

The technical specifications include:

Parameter Specification
Equipment Type HD Video Conferencing Units with 4K support
Cameras Pan-Tilt-Zoom, minimum 12x optical zoom
Microphones Array microphones with noise cancellation
Displays 55-inch or larger, 4K resolution
Connectivity Ethernet, Wi-Fi, supporting IP protocols
Power Supply 220V AC, compliant with safety standards

Procedures:

  1. Review technical specifications.
  2. Ensure compatibility with existing infrastructure.
  3. Procure equipment from OEM authorized dealers.
  4. Install hardware at designated locations.
  5. Configure system parameters for optimal performance.
  6. Conduct system testing and validation.

All equipment must meet the standards specified in the tender document and be compliant with applicable safety and quality norms.

Financial Requirements

The estimated budget for this project ranges from ₹X lakh to ₹Y lakh, inclusive of all taxes and duties. The financial proposal should include:

Cost Component Details
Equipment Cost Procurement of all hardware components
Installation Charges Labour and setup costs
Configuration & Testing System configuration and testing services
Support & Maintenance First-year support charges

Payment terms:

  • 30% advance upon contract signing.
  • 50% after delivery and installation.
  • 20% post successful commissioning and acceptance.

Bidders must submit detailed financial proposals in the prescribed format, ensuring clarity on all cost components and compliance with the tender guidelines.

Documents 1

DC-ISD-Network-06-2025.pdf

TENDER_DOCUMENT

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Eligibility Criteria

  • ✓ Must have valid registration and licenses to operate in Gujarat.
  • ✓ Proven experience in supply and installation of Video Conferencing Systems in government or large enterprise projects.
  • ✓ Minimum turnover of ₹X crore in the last 3 years.
  • ✓ Demonstrated technical capability with OEM certifications.
  • ✓ Submission of relevant documents including solvency certificates, work orders, and performance certificates.
  • ✓ Must possess valid GST registration and PAN card.
  • ✓ No pending legal cases or blacklisting with government agencies.
Criterion Requirement
Experience At least 3 similar projects in last 5 years
Financial Average annual turnover of ₹X crore
Technical OEM authorization and technical certifications
Legal Valid GST, PAN, and statutory licenses
Compliance Adherence to all applicable safety and quality standards

Bidder must submit all supporting documents as specified in the tender document to qualify for evaluation.

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 Valid document as mentioned at Section 4.1 (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 scope of this government tender?

This tender involves the supply, installation, and configuration of Video Conferencing Equipment across Surat municipal offices. The project aims to modernize communication infrastructure, including procurement of HD cameras, microphones, displays, and related hardware, along with system integration and commissioning.

Who can participate in this tender?

Reputed electronic component suppliers, AV system integrators, OEM authorized dealers, and experienced vendors with proven track records in government or large enterprise projects are eligible to bid. Bidders must meet all eligibility criteria including financial stability and technical certifications.

What are the key eligibility criteria for bidders?

Bidders must possess valid licenses, experience in similar projects, minimum turnover, OEM authorization, and compliance with statutory requirements such as GST and PAN registration. Supporting documents like work orders, performance certificates, and financial statements are mandatory.

How is the evaluation process conducted?

Evaluation is based on technical competence (50%), compliance with specifications (20%), cost (20%), and past performance (10%). Bidders must score at least 70% in technical evaluation to qualify for financial bidding. The final award is based on combined scores.

What are the important dates and deadlines?

Key dates include:

  • Bid Submission Start: 04-12-2025 10:30 AM
  • Bid Submission End: 12-12-2025 6:00 PM
  • Tender Opening: To be notified after bid deadline.
    All submissions must be completed before the respective deadlines to qualify.