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Open State Governments & UT NPROCURE

Gujarat Police Housing Corporation Tender for 2-Year Air Conditioner & Electrical System Maintenance

Bid Publish Date

16-Jan-2026, 5:50 pm

Bid End Date

05-Feb-2026, 6:00 pm

Value

₹0

Location

GANDHINAGAR , GUJARAT

Progress

Issue16-Jan-2026, 5:50 pm
AwardPending
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Tender Type

Open

Sector

State Governments & UT

Tender Fee

₹900

Contract Form

Works

Completion Period

24  Months

Currency Type

Single

This government tender issued by Gujarat State Police Housing Corporation Ltd offers an opportunity for experienced electrical and HVAC maintenance companies to secure a 2-year comprehensive maintenance contract at Gandhinagar Police Bhavan. The project involves maintaining air conditioning systems, DG sets, and ELV systems to ensure continuous, safe, and efficient operation of police infrastructure. Bidders must meet strict eligibility criteria, including relevant experience, valid certifications, and financial stability, with all documentation submitted via the nProcure portal. The tender process includes preliminary and commercial evaluation stages, with clear deadlines and detailed technical specifications outlined in the tender documents. This contract provides a significant opportunity for companies specializing in public sector electrical and HVAC maintenance to collaborate with government agencies, ensuring the safety and operational readiness of critical public infrastructure in Gujarat.

Scope Of Work

The scope of work includes:

  • Routine maintenance and servicing of air conditioning units, including VRF systems
  • Maintenance of DG sets and electrical systems
  • ELV system upkeep, including CCTV, access control, and fire alarm systems
  • Ensuring system efficiency and safety standards

The key deliverables are:

  • Regular inspection and preventive maintenance
  • Immediate rectification of faults
  • Replacement of defective parts with genuine spares
  • Maintaining detailed maintenance records

The process involves:

  1. Initial assessment and planning
  2. Scheduled maintenance visits
  3. Emergency repair response
  4. Final reporting and documentation

Specifications and technical standards are detailed in the tender documents, including compliance with safety norms and manufacturer guidelines. Bidders must adhere to the timelines and quality benchmarks specified.

Technical Specifications

The maintenance systems must comply with:

Parameter Specification
Air Conditioner VRF Capacity: 10-50 TR, Energy-efficient models
DG Sets Capacity: 100-500 KVA, Fuel efficiency standards
ELV Systems CCTV, Fire Alarm, Access Control, Intercom
Electrical Wiring Conforming to IS standards, fire-resistant cables

Procedures include:

  1. Regular inspections
  2. Preventive maintenance as per manufacturer guidelines
  3. Fault diagnosis and repair
  4. Replacement with OEM parts
  5. Final testing and certification

All work must meet the technical standards specified in the tender documents and applicable safety norms.

Financial Requirements

The estimated contract value is not specified explicitly; however, bidders must submit financial proposals based on the scope. The financial bid should include:

Cost Component Details
Service Charges Monthly and annual maintenance fees
Spare Parts Cost of genuine spares and replacements
Miscellaneous Transportation, tools, and consumables

Payment terms are:

  • Milestone-based payments after completion of scheduled maintenance
  • Final payment upon successful completion and approval
  • Retention as per government norms

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

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Eligibility Criteria

✓ Must have valid registration and licensing for electrical and HVAC maintenance services.
✓ Must submit copies of last I.T returns, partnership deeds, or Articles of Association.
✓ Authorization letter from Toshiba or relevant HVAC system manufacturer for VRF maintenance support.
✓ Provident fund registration certificate with code number.
✓ Solvency certificate issued by a bank, covering at least 25% of the tendered amount, valid on submission date.
✓ Non-refundable tender fee of Rs. 900 via Demand Draft.
✓ Earnest Money Deposit (EMD) in the form of Fixed Deposit Receipt or exemption certificate issued by GSPHC Ltd.
✓ Demonstrable work experience in similar maintenance projects.
✓ GST registration certificate.
✓ Income tax PAN card copy.
✓ Original affidavit on Rs. 300 non-judicial stamp paper, attested by a Magistrate or Notary.
✓ Company registration certificate.

Criterion Requirement
Experience Proven track record in electrical/HVAC maintenance projects
Financial Solvency certificate covering 25% of tender value
Certification Valid GST, PAN, and registration certificates
Documentation Complete set of stipulated documents as per tender notice

Bidding Process

Process Timeline

1. Preliminary Stage

13-02-2026 11:00

2. Commercial Stage

13-02-2026 11:05

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

(i) Copy of last I.T return filed, partnership deed or memorandum as well as Articles of Association, in case of the company or copy of registration under co-operative society All copies submitted shall be duly attested.

Required
2

(ii) Toshiba air conditioner company Authorization letter for maintenance support & sparts for VRF system

Required
3

(iii) Copy of Provident fund Registration along with code number (As per Condition of Notice Inviting of Tender) .

4

(iv) A solvency certificate of an amount equal to 25 Percent of the amount of work put to tender (having minimum validity on the date of online submission of tender) will have to be produced. Such solvency certificate should be issued by the banks as per clause2 (a) of section 3.

Required
5

(v) Tender fees Demand Draft. (Non Refundable )

Required
6

(vi) Earnest Money Deposit in the form Fixed Deposit Receipt of Banks (See clause no.2 of section-3 for details) OR EMD exemption certificate issued by G.S.P.H.C. LTD. Only.

Required
7

(vii) Work experience as per NIT

Required
8

(viii) Goods & Service Tax Registration Copy (GST)

Required
9

(ix) Income tax pancard copy.

Required
10

Affidavit (To be submitted IN ORIGINAL on Non-Judicial Stamp Paper of Rs.300/- duly attested by First Class Magistrate/Notary public). As per tender condition.

Required
11

Other documents as required.

Required
12

Company Registration certificate

Required

Frequently Asked Questions

Key insights about GUJARAT tender market

What is the scope of work for this tender?

The scope includes maintenance of Air Conditioner Systems, DG Sets, ELV Systems, and related electrical items at Gandhinagar Police Bhavan. It covers preventive maintenance, fault rectification, parts replacement, and system testing to ensure operational efficiency and safety.

Who is eligible to bid on this tender?

Eligible bidders must have valid electrical and HVAC maintenance licenses, experience in similar projects, GST and PAN registration, and submit all required documents such as solvency certificates, authorization letters, and affidavits. Experience and financial stability are critical criteria.

What are the key dates and deadlines?

The bid submission starts on 16th January 2026 and closes on 5th February 2026. Evaluation will occur on 13th February 2026, with the contract award expected shortly after. Bidders must ensure timely submission to avoid disqualification.

How can I submit my bid?

Bids must be submitted electronically via the nProcure portal. Physical submissions are not accepted. Bidders should ensure all documents are uploaded before the deadline of 5th February 2026 and attend the vendor training sessions if needed.

What are the evaluation criteria for selecting the contractor?

Selection is based on technical compliance (50%), cost competitiveness (30%), and past experience (20%). Bidders must meet minimum technical scores and submit competitive financial offers to qualify for award.

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