GEM

Indo-Tibetan Border Police (ITBP) Repair & Maintenance of Office Air Conditioning Systems Tender 2025

Bid Publish Date

21-Nov-2025, 12:30 pm

Bid End Date

02-Dec-2025, 1:00 pm

Bid Opening Date

02-Dec-2025, 1:30 pm

Value

₹4,00,000

Location

DEHRADUN , UTTARAKHAND

Progress

Issue21-Nov-2025, 12:30 pm
AwardPending
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Quantity

1

Bid Type

Two Packet Bid

Key Highlights

  • • HVAC service scope includes repair, maintenance, and installation for office spaces with window and split AC units
  • • 25% quantity/duration flex clause allows pre- and post-award scope adjustments
  • • Excess settlement option enables additional invoice charges up to a defined percentage with required documentation
  • • Site visit mandatory prior to bid submission per ATC
  • • Est. value ₹4,00,000; BOQ items not published
  • • ATC clauses specify service provider responsibilities and compliance requirements

Categories 3

AIR CONDITIONER WATER LEVEL RECORDER WINDOW

Tender Overview

The Indo-Tibetan Border Police (ITBP) invites bids for Repair, Maintenance, and Installation of Office Space HVAC systems including window and split air conditioners under Version 2 service scope. Estimated value is ₹4,00,000 with no BOQ items listed. The procurement focuses on service provision for on-site maintenance, installation, and potential minor system upgrades. A key differentiator is the “25 percent” flex clause on quantity or contract duration, enabling scope adjustments before award and limited post-award expansion. The process includes site visit requirements and ATC notes emphasizing bidder site familiarity. This tender targets service providers experienced in government HVAC service delivery and EMI-compliant installations. Bid preparation should reflect compliance with the specified ATC and extrapolate any addon-based charges within the allowed excess settlement framework. The opportunity resides under Central Armed Police Forces umbrella, with a focus on reliable, on-site HVAC support.

Technical Specifications & Requirements

  • Product/Service: Repair, maintenance, and installation of office HVAC systems (window and split AC units) under Version 2 service framework.
  • Scope elements: on-site service, preventive maintenance, troubleshooting, and installation where required.
  • Estimated value: ₹4,00,000.
  • Key policy: 25% contract quantity/duration flexibility prior to and after award; bidder must accept revised scope.
  • Excess settlement: add-on charges permissible up to a defined percentage of item-level total value; mandatory supporting documents to be submitted with invoice.
  • Site visit prerequisite noted in ATC; bidders to assess site conditions before bidding.
  • No BOQ items available; bidders should articulate services and man-days aligning with HVAC maintenance standards.

Terms, Conditions & Eligibility

  • EMD: Not specified in available data; bidders should seek explicit EMD terms in ATC.
  • Delivery/Service timeline: Terms indicate on-site service delivery and installation within contractual windows; exact dates not provided.
  • Payment terms: Not detailed; bidders must confirm payment terms during final contract negotiation.
  • Documentation: Prepare standard government bid documents including GST, PAN, experience certificates, financial statements, and OEM authorizations; ATC requires site visit prior to bid submission.
  • Warranty/LDs: No explicit warranty or penalty clauses mentioned beyond standard ATC; bidders should verify LoI penalties and service levels during finalization.
  • Eligibility: Experience in government HVAC service delivery, compliance with ATC additions, and ability to manage excess settlement invoices.

Key Specifications

  • HVAC service category: repair, maintenance, and installation of office window and split air conditioners

  • Estimated contract value: ₹4,00,000

  • Delivery/installation site: on-site at ITBP office spaces (location not disclosed)

  • Contract flexibility: 25% increase/decrease in quantity or duration

  • Billing option: excess settlement allowance with supporting documents

Terms & Conditions

  • 25% quantity/duration variation allowed before/after award

  • Excess settlement charges permissible up to a defined percentage

  • Site visit is mandatory prior to bid submission

Important Clauses

Payment Terms

Payment terms to be clarified during final contract negotiation; ATC indicates standard government payment cycles may apply

Delivery Schedule

On-site maintenance and installation to be completed within contract window; exact dates to be defined in the award phase

Penalties/Liquidated Damages

LDs and penalties to be specified in final contract; ATC does not list concrete figures

Bidder Eligibility

  • Experience in government HVAC repair and maintenance projects

  • Ability to perform on-site service for office spaces with window and split AC units

  • Compliance with site-visit prerequisites and OEM authorization requirements

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Required Documents

1

GST registration certificate

2

Permanent Account Number (PAN) card

3

Experience certificates for similar HVAC maintenance projects

4

Financial statements (latest audited/unaudited)

5

EMD/Security deposit documentation (per ATC terms)

6

Technical bid and compliance certificates

7

OEM authorizations or dealership certificates for HVAC brands

8

Proof of site visit readiness and equipment list

Frequently Asked Questions

Key insights about UTTARAKHAND tender market

How to bid for ITBP HVAC repair tender in 2025 with 25% quantity flexibility

Bidder must demonstrate prior experience in government HVAC maintenance, submit GST, PAN, financials, and OEM authorizations, and participate in a site visit before submission. The 25% quantity/duration option allows adjusting scope pre- and post-award; ensure compliance with excess settlement rules in invoice.

What documents are required to participate in itbp HVAC tender 2025

Required documents include GST certificate, PAN card, experience certificates for HVAC projects, latest financial statements, EMD documentation, OEM authorizations, and technical bid with compliance certificates; site visit proof may be demanded by ATC.

What are the technical HVAC standards for the ITBP maintenance bid

Standards include on-site repair and maintenance of window and split AC units; ensure compatibility with common Indian HVAC brands; OEM authorizations may be required; verify any IS/IEC or brand-specific standards during final bid submission.

When is the delivery timeline for ITBP air conditioning services

Specific delivery dates are not disclosed; final contract will specify service delivery windows post-award; bidders should prepare for rapid on-site deployment and completion within the contract period after site assessment.

What are the payment terms for ITBP HVAC supply contract

Payment terms are not fully detailed in the ATC; expect government-standard cycles, potentially milestone-based payments after site acceptance and successful service delivery; confirm exact terms during contract finalization.

How to verify EMD requirements for ITBP maintenance tender 2025

EMD details are not specified; bidders must refer to ATC for exact EMD amount, mode of payment (DD/online), and validity; ensure readiness of security deposit before bid submission.

What is the excess settlement option in this HVAC tender

Excess settlement allows service providers to include additional charges up to a defined percentage of the item-level total value, with mandatory supporting documents; ensure any addons are declared during invoice creation and supported with documentation.

Is a site visit mandatory for ITBP HVAC tender submission

Yes, the ATC mandates a site visit before bidding; bidders should schedule the visit to assess existing HVAC assets, installation constraints, and scope, and include findings in the technical bid.