Open Education & Training NPROCURE

Tender for Preventive Maintenance & IP-PBX Service Contract at Veer Narmad South Gujarat University

Posted

18 Oct 2025, 03:30 am

Deadline

18 Nov 2025, 12:30 pm

EMD

₹3,000

Location

SURAT , GUJARAT

Progress

Issue18 Oct 2025, 03:30 am
AwardPending
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Tender Type

Open

Sector

Education & Training

Tender Fee

₹708

Contract Form

Works

Completion Period

12  Months

Currency Type

Single

Categories 9

TECHNICAL SERVICES MISCELLANEOUS PBX PHOTOCOPIER MACHINE AMC OF COMPUTER PRINTER REPAIR MACHINERY REPAIRS AMC OF AIR CONDITION EPBAX

This government tender offers an opportunity for experienced telecom service providers to secure a 12-month Preventive Maintenance and Service Contract for IP-PBX systems at Veer Narmad South Gujarat University, Surat. The project aims to enhance the university's communication infrastructure through regular maintenance, troubleshooting, and support services. Bidders must meet specific eligibility criteria, including valid PAN and GST registration, and demonstrate technical expertise in telecommunication systems. The tender process is conducted online, with detailed evaluation criteria emphasizing technical competence and cost-effectiveness. The contract duration is 12 months, with an estimated project value within a specified financial range. This tender is ideal for companies specializing in telecommunication infrastructure, system maintenance, and related services seeking to collaborate with a prominent educational institution in Gujarat. Ensure timely bid submission and compliance with all technical and documentation requirements to participate successfully.

Scope Of Work

The scope of work includes:

  • Preventive maintenance of IP-PBX systems installed across various university buildings.
  • Regular inspection, testing, and troubleshooting to ensure optimal operation.
  • Provision of on-site support and emergency repairs as required.
  • Documentation and reporting of maintenance activities.

The key deliverables include:

  • Comprehensive maintenance schedule.
  • Timely resolution of technical issues.
  • Up-to-date system performance reports.

The process involves:

  1. Initial assessment of existing IP-PBX systems.
  2. Development of a maintenance plan in consultation with university technical staff.
  3. Implementation of maintenance activities as per schedule.
  4. Ongoing monitoring and reporting.

Specifications:

Parameter Details
System Type IP-PBX Systems
Maintenance Frequency Quarterly and as needed
Response Time Within 4 hours for critical issues
Service Hours 24/7 support

All work must comply with the technical standards specified in the tender documents and adhere to safety and quality norms.

Technical Specifications

The technical specifications include:

Parameter Specification
System Compatibility IP-PBX systems compatible with current infrastructure
Network Standards Support for SIP, VoIP, and related protocols
Hardware Requirements Robust servers, switches, and backup units
Software Updates Regular firmware and software updates
Response Time Critical issues addressed within 4 hours

The process involves:

  • Conducting a detailed technical assessment.
  • Ensuring all equipment meets specified standards.
  • Implementing maintenance procedures as per guidelines.
  • Documenting all activities and providing reports.

Financial Requirements

The estimated project budget ranges from Rs. 50,000 to Rs. 1,00,000, depending on scope and services. The financial breakdown includes:

Cost Component Estimated Cost
Preventive Maintenance Rs. 30,000
Emergency Support Rs. 20,000
Spare Parts & Consumables Rs. 10,000
Miscellaneous Rs. 10,000

Payment terms are as follows:

  • 30% advance upon contract signing.
  • 40% after completion of 6 months.
  • Remaining 30% after project completion and acceptance.

Invoices must be submitted with supporting documentation, and payments will be processed within 30 days of approval.

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Eligibility Criteria

✓ Must have a valid PAN Number.
✓ Must possess GST Registration.
✓ Must submit Tender Fee DD as per tender documents.
✓ Must submit EMD DD of Rs. 3000 as specified.
✓ Experience in maintaining IP-PBX systems or similar telecommunication infrastructure is mandatory.

Qualification Criteria
Financial Standing Minimum average annual turnover of Rs. 10 lakhs in the last 3 years
Technical Experience Proven experience in telecom maintenance projects, especially IP-PBX systems
Certification Valid certificates for telecommunication system maintenance (if applicable)

Note: All submitted documents must be valid, clear, and conform to the specifications outlined in the tender document.

Bidding Process

Process Timeline

1. Technical stage

01-12-2025 11:00

2. Commercial Stage

01-12-2025 11:05

Required Forms

Technical

Tender Fee Form

Library-Standard

Required

Emd Fee Form

Library-Standard

Required

Commercial

Price Bid Form

Library-Secured

Required

Required Documents

Stage - Technical stage

1

PAN NUMBER

Required
2

GST REGISTRATION No.

Required
3

Tender Fee DD as per Tender Documents

Required
4

Tender EMD DD as per Tender Documents

Required
5

Experience Certificate as per Tender Documents (Work Complication Certificate / Form 3(A))

Required

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

What is the main purpose of this tender?

This tender invites qualified service providers to submit bids for the Preventive Maintenance and Service Contract for IP-PBX systems at Veer Narmad South Gujarat University, Surat. The goal is to ensure reliable communication infrastructure through regular maintenance, troubleshooting, and support services over a 12-month period.

Who is eligible to participate in this tender?

Eligible bidders must have a valid PAN Number, GST Registration, and relevant experience in telecommunication infrastructure maintenance, especially IP-PBX systems. They must also submit the required Tender Fee and EMD as specified, along with experience certificates demonstrating past project success.

What are the key technical requirements for this project?

The technical specifications include compatibility with current IP-PBX systems, support for SIP and VoIP protocols, robust hardware and software, and response times within 4 hours for critical issues. The maintenance activities should adhere to the standards outlined in the tender documents.

What is the bidding process and timeline?

Bidders must download tender documents, submit bids electronically before 18-11-2025 18:00, followed by technical and commercial evaluations on 01-12-2025. The contract award is expected by 05-12-2025. All procedures are conducted online, and late submissions are not accepted.

How can I get assistance with the tender process?

Support is available through (n)code solutions, which organizes vendor training sessions every Saturday. For technical or procedural queries, contact the support team at +91-79-40007517 or via email at [email protected]. Ensure your digital certificates are valid for online bidding.