Open Education & Training NPROCURE

Government Tender for Preventive Maintenance & Service Contract for IP-PBX Digital Line

Posted

18 Oct 2025, 03:30 am

Deadline

18 Nov 2025, 12:30 pm

EMD

₹2,500

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 10

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

This government tender offers a valuable opportunity for telecommunications service providers to secure a Preventive Maintenance and Service Contract for the Telephone IP-PBX system at Veer Narmad South Gujarat University, Surat. The project involves annual maintenance, troubleshooting, software updates, and emergency support to ensure uninterrupted telecommunication services. Bidders must meet strict eligibility criteria, including statutory registrations, relevant experience, and financial stability. The tender process is structured into technical and commercial evaluation stages, with key deadlines clearly specified. This contract is ideal for companies specializing in telecommunication infrastructure, IP-PBX systems, and maintenance services seeking to collaborate with a prominent government educational institution. Successful bidders will demonstrate technical competence, experience, and cost-effectiveness, contributing to the university’s operational excellence and communication efficiency.

Scope Of Work

The scope of work includes:

  • Preventive maintenance of IP-PBX digital lines to ensure optimal performance.
  • Annual service contract covering routine inspections, troubleshooting, and repairs.
  • Installation and configuration support for IP-PBX systems.
  • Regular system health checks and software updates.
  • Emergency support and on-call services as required.

The process involves:

  1. Initial assessment and system audit.
  2. Implementation of maintenance schedules.
  3. Periodic performance reviews.
  4. Reporting and documentation of all maintenance activities.
Service Component Description
Preventive Maintenance Scheduled inspections and system checks
Troubleshooting Identifying and resolving system issues
Software Updates Installing latest patches and updates
Emergency Support 24/7 on-call assistance

Bidder must ensure compliance with all technical standards specified in the tender documents and provide qualified personnel for system maintenance.

Technical Specifications

The IP-PBX system must support:

Parameter Specification
System Compatibility Digital Line IP-PBX systems supporting SIP and VoIP
Software Version Latest stable release as specified in tender
Hardware Requirements Compatible with existing infrastructure
Network Support Support for VLAN, QoS, and security protocols

Bidders should follow these steps:

  1. Review technical specifications detailed in tender documents.
  2. Prepare technical proposal demonstrating compliance.
  3. Submit technical documents along with certification proof.
  4. Ensure all hardware and software meet specified standards.

Financial Requirements

The estimated budget for this contract ranges between ₹1,50,000 and ₹3,00,000, depending on scope and service levels. The financial proposal must include a detailed cost breakdown:

Cost Element Amount (INR)
Service Charges To be quoted by bidder
Spare Parts As per actuals
Emergency Support Fixed fee or hourly rates

Payment will be made in installments:

  • 30% on contract signing
  • 40% after initial completion of first six months
  • 30% upon successful completion and final acceptance
    All payments are subject to submission of valid invoices and performance reports.

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Eligibility Criteria

✓ Must have valid PAN Number and GST Registration Number.
✓ Submit Tender Fee DD as per tender documents.
✓ Submit EMD DD of ₹2500 as per tender specifications.
✓ Provide Experience Certificate demonstrating relevant prior experience, including Form 3(A).

Criterion Requirement
Financial Stability Demonstrated through turnover and financial statements
Technical Capability Proven experience in maintaining IP-PBX systems
Certification Valid certificates for technical staff involved
Legal Compliance Valid PAN, GST registration, and other statutory documents
Experience Minimum 3 years in telecommunication maintenance

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. Form 3(A) must be attached

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 deadline for submitting bids for this tender?

The final date for bid submission is 18th November 2025 at 18:00 IST. Bidders must upload all required documents before this deadline to be considered.

What are the eligibility criteria for bidders?

Bidders must possess a valid PAN Number, GST Registration, submit Tender Fee DD and EMD DD of ₹2500, and provide Experience Certificates demonstrating relevant telecommunication maintenance experience. All statutory documents must be valid and current.

How will the evaluation process be conducted?

The evaluation comprises Technical and Commercial stages. Technical assessment occurs on 01-12-2025 at 11:00, followed by commercial evaluation. Bidders are scored based on technical competence (50%), experience (30%), and cost (20%). Minimum technical score is 70%.

What technical specifications must the IP-PBX system meet?

The system must support SIP and VoIP protocols, be compatible with existing infrastructure, support latest software versions, and include features like VLAN support, QoS, and security protocols. Hardware should meet specified parameters detailed in the tender documents.

Who can I contact for further assistance?

For queries, contact The Registrar, Veer Narmad South Gujarat University at 02612203018 or via email at [email protected]. Technical support is available from (n)Code Solutions at their Ahmedabad office.