The Surat Urban Development Authority (SUDA) is seeking bids for an Annual Maintenance Contract (AMC) to maintain and service critical IT infrastructure, security, and AV systems at its Surat office. This open tender invites experienced IT service providers, facility management firms, and AV specialists to submit competitive proposals. The contract duration is 12 months, with an estimated value of approximately INR 9.86 lakhs. Bidders must meet eligibility criteria, including relevant experience and certifications, and adhere to the technical specifications outlined in the tender documents. The process involves online submission, technical and financial evaluation, and public bid opening. Key dates include the bid submission deadline on 20th November 2025 and preliminary evaluation on 29th November 2025. This tender offers a significant opportunity for companies to partner with a prominent government agency in Gujarat, ensuring the smooth operation of vital security and communication systems in Surat.
Surat Urban Development Authority Tender for IT & Facility Management AMC - 2025
Progress
Tender Type
Open
Sector
State Governments & UT
Tender Fee
₹1,500
Contract Form
Works
Completion Period
12 Months
Currency Type
Single
Scope Of Work
The scope of work for this AMC includes:
- Regular maintenance, servicing, and troubleshooting of IP CCTV systems, ACS, and EPBAX to ensure optimal performance.
- Upkeep of Networking Data Centre infrastructure, including switches, routers, and servers.
- Maintenance of conference room AV equipment, such as Video, HDMI, Projectors, and Televisions.
- Servicing of Amplifiers, Audio Systems, and Microphones used in official meetings.
- UPS systems and backup power solutions maintenance.
- IT infrastructure upkeep, including servers, storage, and networking hardware.
Key deliverables:
- Scheduled preventive maintenance as per manufacturer guidelines.
- Breakdown and emergency repairs within stipulated response times.
- Replacement of faulty components with genuine spares.
- Documentation and reporting of maintenance activities.
Process flow:
- Initial assessment and site survey.
- Preparation of maintenance schedules.
- Execution of preventive maintenance.
- Troubleshooting and corrective actions.
- Periodic reporting and review meetings.
| Equipment/System | Maintenance Frequency | Key Specifications |
|---|---|---|
| IP CCTV Systems | Monthly | High-resolution, IP-based cameras |
| Networking Data Centre | Quarterly | Switches, routers, firewalls |
| AV Equipment | Bi-monthly | Projectors, HDMI, Televisions |
| UPS Systems | Monthly | Backup power, battery health |
| Microphone & Audio | Monthly | Wireless & wired systems |
Important: All maintenance must comply with applicable safety standards and manufacturer guidelines, with documentation provided for each activity.
Technical Specifications
The AMC requires maintenance of the following technical parameters:
| System/Equipment | Technical Requirement |
|---|---|
| IP CCTV Cameras | 1080p resolution, PoE support |
| Networking Equipment | Gigabit switches, Layer 2/3 routing |
| AV Devices | 4K resolution projectors, HDMI 2.0 |
| UPS Units | Minimum 10 KVA capacity, Lithium-ion batteries |
| Microphones | Wireless, frequency range 2.4 GHz |
Sequential procedures include:
- Conducting initial diagnostics.
- Performing preventive maintenance as per schedule.
- Troubleshooting hardware/software issues.
- Replacing faulty components with OEM parts.
- Testing systems post-maintenance to ensure full operational capacity.
Financial Requirements
The estimated contract value is approximately INR 9,85,800. The financial breakdown includes:
| Item | Cost (INR) |
|---|---|
| Service Fee | 8,50,000 |
| Spare Parts & Consumables | 1,00,000 |
| Miscellaneous | 35,800 |
Payment terms:
- 50% of the total value payable upon contract signing.
- Remaining 50% after satisfactory completion of quarterly maintenance.
- Payments will be processed against invoices submitted with detailed reports.
Bidders must submit a detailed financial proposal aligned with the above estimates, including applicable taxes and duties.
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Eligibility Criteria
- ✓ Must have valid GST registration and relevant licenses.
- ✓ Proven experience in IT infrastructure and facility management.
- ✓ Demonstrated capability in maintaining AV systems, CCTV, and networking equipment.
- ✓ Financial stability with minimum average annual turnover of INR 20 lakhs in the last 3 years.
- ✓ Technical certifications related to IT, networking, or AV systems.
| Qualification | Minimum Requirement |
|---|---|
| Experience | At least 3 years in similar projects |
| Financials | Turnover of INR 20 Lakhs/year for past 3 years |
| Certifications | ISO, OEM certifications, or equivalent |
- ✓ Bidders must submit all relevant documents as proof of eligibility, including past project references and financial statements.
Bidding Process
Process Timeline
29-11-2025 17:00
Required Forms
Preliminary
Tender Fee Form
Library-Standard
Emd Fee Form
Library-Standard
Commercial
Percentage Rate
Library-Secured
Required Documents
Documents required
01 TENDER DOCUMENT..pdf
02 SCHEDULE-B.pdf
Frequently Asked Questions
What is the deadline for bid submission?
The final date for submitting bids is 20th November 2025 at 18:00 hours. Bids submitted after this deadline will not be accepted. Ensure all documents are uploaded correctly before the closing time.
What documents are required to participate?
Participants must submit the Tender Fee Form, EMD Fee Form, technical certifications, financial statements, project references, and any other documents specified in the tender notice. All documents should be uploaded via the online portal in the prescribed format.
Is there any training available for online bid submission?
Yes, free vendor training sessions are organized every Saturday at (n)code Solutions, Ahmedabad. These sessions help bidders understand the bidding process, document upload procedures, and use of digital signatures.
What is the scope of work for this AMC?
The scope includes preventive and corrective maintenance of IP CCTV, ACS, EPBAX, Networking Data Centre, AV systems, UPS, and IT infrastructure. Bidders must ensure timely servicing, replacement of faulty parts, and proper documentation as per the specifications.
How will the evaluation of bids be conducted?
Bids will be evaluated based on technical competence (60%), financial proposal (30%), and past performance (10%). A minimum of 50 marks in technical evaluation is mandatory for qualification. The highest scoring compliant bid will be awarded the contract.
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Documents 2
01 TENDER DOCUMENT..pdf
TENDER_DOCUMENT
02 SCHEDULE-B.pdf
TENDER_DOCUMENT
01 TENDER DOCUMENT..pdf
TENDER_DOCUMENT
02 SCHEDULE-B.pdf
TENDER_DOCUMENT
