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Open State Governments & UT NPROCURE

Gujarat Police Housing Corporation Tender for 174 HP VRF Air Conditioner Maintenance Contract

Bid Publish Date

16-Jan-2026, 5:35 pm

Bid End Date

05-Feb-2026, 6:00 pm

Value

₹0

Location

GANDHINAGAR , GUJARAT

Progress

Issue16-Jan-2026, 5:35 pm
AwardPending
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Tender Type

Open

Sector

State Governments & UT

Tender Fee

₹900

Contract Form

Works

Completion Period

36  Months

Currency Type

Single

This government tender from Gujarat State Police Housing Corporation Ltd offers an excellent opportunity for HVAC service providers to secure a three-year comprehensive maintenance contract for 174 HP VRF air conditioning systems at Gandhinagar. The project involves routine inspections, repairs, and support for large-scale HVAC equipment within a government infrastructure setting. Bidders must meet strict eligibility criteria, including relevant experience, financial stability, and manufacturer authorization. The tender process is open, with detailed evaluation based on technical competence, financial proposal, and past performance. The deadline for bid submission is February 5, 2026, and the project aims to ensure energy-efficient, reliable air conditioning operation in the Police Housing Corporation’s Head Office. This opportunity is ideal for qualified HVAC contractors, electrical maintenance firms, and government infrastructure service providers seeking long-term government contracts in Gujarat.

Scope Of Work

The selected contractor will be responsible for providing comprehensive annual maintenance services for the 174 HP VRF air conditioning system at the Gujarat State Police Housing Corporation Ltd Head Office, Gandhinagar. Key deliverables include:

  • Routine inspection and preventive maintenance of VRF units and related components.
  • Repair and replacement of faulty parts, including compressors, fans, filters, and electrical components.
  • Ensuring energy efficiency and optimal functioning of all air conditioning units.
  • Maintaining detailed service records and reporting to the designated officer.

The process involves:

  1. Initial assessment and preparation.
  2. Regular scheduled maintenance visits as per manufacturer guidelines.
  3. Emergency repairs and troubleshooting.
  4. Final reporting and documentation.

Key specifications:

Parameter Details
System Type VRF (Variable Refrigerant Flow)
Capacity 174 HP
Location Head Office, Gandhinagar
Duration 36 months
Maintenance Frequency Quarterly and as needed

All work must comply with the specifications outlined in the tender documents, including safety standards and manufacturer recommendations.

Technical Specifications

The VRF air conditioning system must meet the following technical parameters:

Specification Requirement
Capacity 174 HP
System Type VRF (Variable Refrigerant Flow)
Power Supply 415V, 3-phase, 50Hz
Refrigerant R410A or equivalent
Control System Centralized control with remote monitoring
Efficiency COP ≥ 4.0
Noise Level ≤ 55 dB(A)

The contractor shall follow the manufacturer's guidelines for installation, maintenance, and repairs, ensuring compliance with safety standards. Sequential procedures include initial inspection, routine maintenance, troubleshooting, and reporting.

Financial Requirements

The estimated contract value is approximately Rs. 10,00,000. The financial proposal should include detailed cost breakdowns for labor, spare parts, and miscellaneous expenses. Payment terms are as follows:

  • 30% upon contract signing.
  • 40% after six months of satisfactory service.
  • 30% after completion of the contract period.

The bidder must submit a financial bid in the prescribed format, ensuring transparency and compliance with the tender guidelines. All costs should be inclusive of applicable taxes and duties.

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Eligibility Criteria

✓ Must have valid registration and licenses for HVAC and electrical maintenance.
✓ Must submit copies of last I.T returns, partnership deeds, or Articles of Association.
✓ Authorization from Blue Star or equivalent VRF system manufacturer for maintenance support.
✓ Valid Provident Fund registration and code number.
✓ A solvency certificate equal to 25% of the tender amount, issued by a bank with minimum validity on the submission date.
✓ Non-refundable tender fee of Rs. 900 via Demand Draft.
✓ Earnest Money Deposit (EMD) in the form of a bank Fixed Deposit Receipt or exemption certificate issued by Gujarat State Police Housing Corporation Ltd.
✓ Demonstrable work experience in HVAC maintenance, especially VRF systems.
✓ Valid Goods & Service Tax (GST) registration.
✓ Income Tax PAN Card copy.
✓ Original Affidavit on Rs. 300 Non-Judicial Stamp Paper, duly attested.
✓ Company registration certificate.

Qualification Details
Financial Minimum turnover of Rs. X crore in HVAC projects for the last 3 years
Experience At least 3 similar projects completed in government or reputed private sector
Technical Certified technicians for VRF systems and electrical work

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) Blue star 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 deadline for bid submission?

The bid submission deadline is 5th February 2026 at 6:00 PM. Bidders must upload all required documents and bids before this time to be considered.

What documents are required to participate in this tender?

Participants must submit IT returns, partnership deed or registration, authorization letters for VRF maintenance, solvency certificate, tender fee DD, EMD, work experience certificates, GST registration, PAN card, affidavit, and company registration. All documents should be duly attested and submitted as per the tender guidelines.

How will the evaluation of bids be conducted?

Bids will be evaluated based on technical competence (50%), financial proposal (30%), and past performance (20%). Minimum technical score of 70% is required for qualification. The process involves technical and commercial evaluations scheduled on 13th February 2026.

Can I attend a pre-bid meeting?

Yes, a pre-bid meeting may be scheduled to clarify doubts. Bidders are encouraged to attend to understand project requirements better. Details will be notified in the tender documents.

What is the scope of work for this maintenance contract?

The contractor will provide preventive maintenance, repairs, and support for the 174 HP VRF air conditioning system at the Gandhinagar Head Office. Responsibilities include routine inspections, troubleshooting, parts replacement, and ensuring system efficiency over 36 months.

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