Open State Governments & UT NPROCURE

Smart City Ahmedabad: Operation & Maintenance Contract for HVAC Systems - 2 Years

Bid Publish Date

16-Dec-2025, 1:30 pm

Bid End Date

06-Jan-2026, 6:00 pm

Value

₹24,67,128

Location

AHMADABAD , GUJARAT

Progress

Issue16-Dec-2025, 1:30 pm
AwardPending
Explore all 4 tabs to view complete tender details

Tender Type

Open

Sector

State Governments & UT

Tender Fee

₹900

Contract Form

Works

Completion Period

As per tender Document Attached

Currency Type

Single

Categories 4

AIR CONDITIONER MISCELLANEOUS WATER LEVEL RECORDER MICROCENTRIFUGES

This government tender offers an exciting opportunity for experienced HVAC service providers to secure a 2-year Operation & Maintenance Contract at Smart City, Paldi, Ahmedabad. The project involves maintaining 146 HP VRF, 65 HP PAC, and Split AC units, ensuring energy efficiency, system reliability, and optimal performance. Issued by Ahmedabad Municipal Corporation through Smart City Ahmedabad Development Ltd., the tender emphasizes technical expertise, compliance with safety standards, and timely service delivery. With an estimated project value of approximately ₹24.67 million, the tender is open to qualified contractors with proven experience in large-scale HVAC maintenance. Bidders must submit their proposals electronically before the deadline of January 6, 2026, including all required documentation. This opportunity is ideal for companies specializing in HVAC systems, electrical works, and facility management seeking government contracts in Gujarat. The tender process includes detailed evaluation criteria, transparent bidding procedures, and scheduled deadlines, making it a valuable chance to contribute to smart city infrastructure development.

Scope Of Work

The selected contractor will be responsible for the operation and comprehensive maintenance of HVAC systems at the designated Smart City location in Paldi, Ahmedabad. Key deliverables include:

  • Regular preventive and corrective maintenance of 146 HP VRF units, 65 HP PAC units, and Split AC systems.
  • Ensuring energy efficiency and optimal performance of all air conditioning units.
  • Timely troubleshooting and repairs to minimize downtime.
  • Maintaining detailed logs of system performance and maintenance activities.
  • Adhering to safety standards and environmental regulations.

The process involves:

  1. Initial Inspection: Conduct a comprehensive assessment of existing HVAC systems.
  2. Maintenance Planning: Develop a detailed maintenance schedule.
  3. Execution: Perform scheduled preventive maintenance and immediate corrective actions.
  4. Monitoring: Continuously monitor system performance and energy consumption.
  5. Reporting: Submit regular reports on system status and maintenance activities.
Equipment Type Capacity Quantity
VRF System 146 HP 1
PAC System 65 HP 1
Split AC Units Various As per site

The contractor must ensure compliance with all technical standards and safety protocols as specified in the tender documents.

Technical Specifications

The HVAC systems to be maintained include VRF, PAC, and Split AC units with the following specifications:

Parameter Details
VRF Capacity 146 HP
PAC Capacity 65 HP
Split AC Units Various capacities
Power Supply 415V, 3-phase
Control Systems Digital/analog controls as per manufacturer

Sequential procedures include:

  • Inspection and assessment of existing systems.
  • Development of maintenance schedules.
  • Implementation of preventive and corrective maintenance.
  • Regular testing and calibration of equipment.
  • Documentation of all activities and system performance.

All work must comply with BIS standards and manufacturer guidelines.

Financial Requirements

The estimated project cost is approximately ₹24,671,128. The financial breakdown includes:

Item Cost
HVAC Maintenance ₹20,000,000
Spare Parts & Consumables ₹3,000,000
Miscellaneous Expenses ₹1,671,128

Payment terms are as follows:

  • 30% advance payment upon contract signing.
  • 40% progress payment based on milestones.
  • 30% upon completion and approval.

Bidders must submit financial proposals in the prescribed format and adhere to the terms outlined in the tender documents.

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Eligibility Criteria

  • ✓ Must have valid registration and licenses for HVAC maintenance services.
  • ✓ Must submit scan copies of Tender Fee, EMD, and all necessary supporting documents.
  • ✓ Proven experience in maintaining HVAC systems in government or large institutional projects.
  • ✓ Financial stability with average annual turnover of at least ₹50 lakhs over the past 3 years.
  • ✓ Must possess valid GST registration and applicable certifications.
Qualification Criteria Minimum Requirement
Annual Turnover ₹50 Lakhs
Experience in HVAC Maintenance 3 years
Certification Valid HVAC service licenses
Financial Stability Audited financial statements for last 3 years

Bidders must meet all eligibility conditions to qualify for the tender process.

Bidding Process

Process Timeline

1. preliminary

07-01-2026 16:00

2. Financial Stage

07-01-2026 16:05

Required Forms

preliminary

Tender Fee Form

Library-Standard

Required

Emd Fee Form

Library-Standard

Required

Financial

Percentage Rate

Library-Secured

Required

Required Documents

Stage - preliminary

1

Attach scan copy of Tender Fee

Required
2

Attach scan copy of EMD

Required
3

Attach scan copy of All other necessary documents as per tender terms and conditions

Required

Frequently Asked Questions

Key insights about GUJARAT tender market

What is the scope of this HVAC maintenance tender?

This tender covers the operation and comprehensive maintenance of HVAC systems, including 146 HP VRF, 65 HP PAC, and Split AC units at Smart City, Paldi, Ahmedabad. Responsibilities include preventive and corrective maintenance, troubleshooting, system monitoring, and ensuring energy efficiency over a 2-year period. Bidders must adhere to technical standards, safety protocols, and submit required documentation as specified in the tender.

What are the key eligibility criteria for bidders?

Eligible bidders must have:

  • Valid HVAC service licenses and certifications.
  • Proven experience in maintaining HVAC systems for government or large projects.
  • An average annual turnover of at least ₹50 lakhs over the past 3 years.
  • Submission of scan copies of Tender Fee, EMD, and supporting documents.
  • Valid GST registration.
    Meeting these criteria ensures qualification for the bidding process and compliance with government procurement standards.
How can I participate in the bidding process?

Interested bidders should:

  1. Download the tender documents from the official portal.
  2. Attend pre-bid meetings if scheduled.
  3. Prepare technical and financial bids as per instructions.
  4. Submit bids electronically via the nProcure portal before the deadline of 06-01-2026 at 18:00.
  5. Attend bid opening on 07-01-2026 at 16:00.
    Ensure all documentation is complete and submitted within the stipulated timelines to avoid disqualification.
What are the evaluation criteria for the bids?

Bids will be evaluated based on:

  • Technical competence and relevant experience (50%).
  • Financial proposal competitiveness (30%).
  • Compliance with technical specifications and documentation completeness (20%).
    Minimum thresholds include a technical score of 70% and adherence to budget limits. The evaluation emphasizes technical expertise, past performance, and financial viability to select the most suitable contractor.
What are the important deadlines for this tender?

Key deadlines include:

  • Tender publication: 16-12-2025
  • Bid submission start: 16-12-2025 at 13:30
  • Bid submission deadline: 06-01-2026 at 18:00
  • Bid opening: 07-01-2026 at 16:00
    Bidders are advised to submit their bids well before the deadline and attend the bid opening as scheduled for transparency and compliance.