Custom Bid for Services - Comprehensive maintenance contract of Split AC units, window type AC uni
North Central Railway
ALLAHABAD, UTTAR PRADESH
Posted:
28 March 2025
Closed:
18 April 2025
GEM
Open Water Resources NPROCURE
Gujarat GERI Tender for Annual AC Maintenance Contract - Repair & Servicing
Progress
Issue20-May-2025, 5:30 am
AwardPending
Tender Type
Open
Sector
Water Resources
Tender Fee
₹900
Contract Form
Service
Completion Period
12 Months
Currency Type
Single
Categories
7
Gujarat Engineering Research Institute (GERI) Vadodara invites experienced HVAC service providers to bid for the annual maintenance contract for window and split air conditioners. This government tender aims to ensure reliable and efficient cooling solutions across the institute’s premises for the year 2025-26. The project involves comprehensive repair, servicing, and preventive maintenance of approximately 20 AC units, adhering to technical specifications outlined in the tender documents. The tender is open to qualified contractors with valid electrical registration, GST, PAN, and proven experience in HVAC maintenance. The process includes online submission, strict deadlines, and evaluation based on technical competence and cost-effectiveness. This opportunity offers reputed HVAC companies a chance to secure a government contract in Gujarat, contributing to water resources infrastructure and public sector service delivery. The project duration is 12 months, with a total estimated value of ₹610,800, making it a significant opportunity for service providers in the HVAC industry seeking government projects.
Scope Of Work
The selected contractor will be responsible for:
- Conducting comprehensive maintenance, repair, and servicing of window and split type air conditioners at GERI, Vadodara.
- Ensuring all AC units operate efficiently and meet safety standards.
- Performing routine inspections, cleaning, refrigerant refilling, and part replacements as needed.
- Maintaining detailed service records and providing timely reports.
- Complying with all safety and environmental regulations.
The process involves:
- Receiving work orders from GERI.
- Scheduling maintenance activities.
- Executing repairs and servicing as per technical specifications.
- Conducting quality checks.
- Submitting completion reports.
| Specification | Details |
|---|---|
| Number of AC units | Approximate 20 units |
| Types of ACs | Window and Split |
| Service frequency | Quarterly and as needed |
| Response time | Within 24 hours for emergency |
The contractor must ensure availability of spare parts, tools, and qualified technicians to meet the maintenance standards required by GERI.
Technical Specifications
The AC units to be maintained are of various models with technical parameters as detailed in the tender documents. All repairs and servicing must meet the specifications outlined in the 'Technical Specification AC.pdf'.
| Parameter | Specification |
|---|---|
| Power supply | 220V/50Hz |
| Refrigerant | R410A or R22 |
| Cooling capacity | 1.5 to 5 Ton |
| Temperature range | 16°C to 30°C |
| Safety standards | IS/IEC compliant |
Procedures include:
- Inspection of units
- Cleaning and refrigerant refilling
- Replacement of faulty parts
- Testing and commissioning
- Documentation of work performed
Financial Requirements
The total estimated contract value is ₹610,800, with a bid security of ₹7,000. Payment will be made in installments based on milestones achieved, including:
| Payment Term | Percentage | Conditions |
|---|---|---|
| Initial | 30% | On contract signing |
| Mid-term | 30% | After 6 months of satisfactory service |
| Final | 40% | Upon completion and approval |
Bidders must submit financial proposals as per the prescribed format and adhere to the budget constraints. All costs should be inclusive of taxes, transportation, and other incidental expenses.
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Eligibility Criteria
✓ Must have valid electrical registration certificates of class E-2 or above.
✓ Must possess GST registration and PAN card.
✓ Provide Bid Security / EMD of ₹7,000 or valid exemption certificate.
✓ Submit current calendar year solvency certificate equal to 20% of estimated cost (₹122,160).
✓ Must have experience in HVAC maintenance, preferably with government or reputed private sector clients.
✓ Must submit all documents listed under 'Documents required for Stage - Preliminary'.
| Qualification | Requirement |
|---|---|
| Electrical registration | Valid E-2 or above |
| EMD | ₹7,000 or exemption |
| Solvency certificate | ₹122,160 |
| Experience | Minimum 2 years in AC maintenance |
| Documentation | Complete submission as per tender guidelines |
Bidding Process
Process Timeline
1. Preliminary Stage
17-06-2025 11:00
2. Secondary Stage
17-06-2025 11:05
Required Forms
Preliminary
Tender Fee Form
Library-Standard
Emd Fee Form
Library-Standard
Secondary
Percentage Rate
Library-Secured
Required Documents
Stage - Preliminary Stage
1
Bid Document Fee / Tender Fee.
Required 2
Bid Security / EMD or Valid EMD Exemption Certificate of Appropriate Class of Electrical Registration of Approved Contractors
Required 3
Electrical Registration Certificate of Appropriate Class (E-2 and Above).
Required 4
GST Registration Certificate
Required 5
PAN CARD
Required 6
Affidavit on Rs.300 stamp
Required 7
Current Calendar Year Solvency Certificate.(20 percent of the Estimated cost )
Required 8
If any other Documents
Form - Tender Fee Form
1
Provide any proof of Bid Processing Fee
Form - Emd Fee Form
1
Provide any proof of EMD Document
Frequently Asked Questions
Key insights about GUJARAT tender market
What is the scope of this tender?
This tender involves annual maintenance, repair, and servicing of window and split type air conditioners at Gujarat Engineering Research Institute, Vadodara, for the year 2025-26. The contractor must ensure all units operate efficiently, perform routine inspections, and provide timely repairs as per technical specifications.
Who is eligible to bid for this tender?
Eligible bidders must possess valid electrical registration certificates (E-2 or above), GST registration, PAN card, and current solvency certificates. Experience in HVAC maintenance and submission of all required documents, including EMD of ₹7000, are mandatory.
What are the key dates and deadlines?
Bid submissions open on 20-05-2025 at 11:00 AM and close on 03-06-2025 at 6:00 PM. The bid opening is scheduled for 04-06-2025 at 11:00 AM. Bidders must adhere strictly to these deadlines to qualify.
How can I participate in the bidding process?
Participants must download the tender documents from the official portal, pay the tender fee of ₹900, and submit all required documents online via the nProcure portal. Attending the free pre-bid training sessions is recommended for new bidders.
What criteria will be used to evaluate bids?
Bids will be evaluated based on technical competence (50%), past experience (20%), financial proposal (20%), and eligibility compliance (10%). The highest scoring bid that meets all criteria will be awarded the contract.
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Documents 5
SBD.pdf
TENDER_DOCUMENT
Technical Specification AC.pdf
TENDER_DOCUMENT
Tender Notice No.04 of 2025-26.pdf
TENDER_DOCUMENT
BOQ .pdf
TENDER_DOCUMENT
Affidavit.pdf
TENDER_DOCUMENT