GEM

ICAR Indian Institute of Spices Research USB Video Conferencing System Procurement Kozhikode Kerala 2025

Posted

25 Oct 2025, 11:14 am

Deadline

15 Nov 2025, 12:00 pm

EMD

₹18,300

Location

KOZHIKODE , KERALA

Progress

Issue25 Oct 2025, 11:14 am
AwardPending
Explore all 4 tabs to view complete tender details

Quantity

1

Bid Type

Two Packet Bid

Key Highlights

  • • OEM authorization letters for major components (Microphone, Speaker, Amplifier, DSP) required
  • • Back-to-back OEM tie-up demonstrated via formal letters to ensure hardware/software support
  • • Delivery term flexibility: quantity may increase up to 25% during contract at contracted rates
  • • Site delivery and on-site installation/commissioning at ICAR-IISR Kozhikode
  • • GST implications borne by bidder; reimbursement capped to actuals or quoted rate
  • • Prohibition on prior consulting involvement for procurement design documentation
  • • No BOQ items listed; emphasis on complete conferencing system and implementation readiness
  • • EMD amount clearly specified: ₹18,300

Categories 1

AUDIO SYSTEM

Tender Overview

The Indian Council of Agricultural Research (ICAR) — Indian Institute of Spices Research in Kozhikode, Kerala — seeks a USB video conferencing system with integrated audio. The tender involves procurement of a complete conferencing solution with on-site installation and commissioning at ICAR-IISR, Marikunnu, Kozhikode 673012. An estimated quantity adjustment up to 25% is permitted, at contracted rates, during both initial and extended delivery periods. The bid includes an EMD of ₹18,300 and requires OEM-backed supply with formal authorizations. The opportunity targets vendors capable of providing back-to-back OEM support and on-site deployment at a public research facility.

  • Organization: ICAR, Indian Institute of Spices Research
  • Location: Kozhikode, Kerala
  • Product Category: USB video conferencing system with integrated audio
  • Estimated EMD: ₹18,300
  • Delivery address: ICAR-IISR, Post Bag 1701, Marikunnu, Kozhikode 673012
  • Key differentiator: OEM authorization letters and back-to-back hardware/software support
  • Unique aspect: No BOQ items listed; emphasis on OEM tie-ups and installation capability

Technical Specifications & Requirements

  • Product name/category: USB video conferencing system with built-in audio system
  • Standards/Certificates: Not specified in tender data; bidders must rely on OEM-issued certifications
  • Delivery terms: Delivery period starts from last date of original delivery order; option to increase quantity up to 25% during contract; minimum additional delivery time calculated per formula with a 30-day floor
  • Installation: On-site installation and commissioning included, at ICAR-IISR Kozhikode address
  • OEM requirements: Letter of Authorization (MAF) from OEM for major components; back-to-back OEM support letters for hardware/software
  • GST: GST applicable as per actuals or rates (whichever lower) with bidder responsible for applicability
  • GST reimbursement: As per actuals or applicable rates, subject to quoted GST% cap

Terms, Conditions & Eligibility

  • EMD: ₹18,300 (as specified) submitted with bid
  • Delivery: 45+ days from order date or as per option clause; additional time formula applies
  • Financial standing: Not in liquidation or bankruptcy; bidder to submit undertaking
  • Documents: Upload all certificates and documents specified in bid ATC; ensure OEM authorization letters
  • GST compliance: Bidder bears GST applicability; reimbursement limited to actuals or quoted rate
  • Warranty/Support: OEM-backed hardware/software support required; not explicitly detailed in tender data
  • Anti-collusion: Bidders must not have past association with firms engaged for design/spec documentation

Key Specifications

  • USB video conferencing system with integrated audio

  • OEM-backed supply with installation & commissioning

  • Delivery to ICAR-IISR, Kozhikode, Kerala

  • Option to increase quantity up to 25% during contract

  • Minimum delivery time calculation: (Increased quantity / Original quantity) × Original delivery period, with a 30-day minimum

  • GST payable by bidder; reimbursement as actuals or applicable rates

  • MAF from OEM for major components (Microphone, Speaker, Amplifier, DSP) required

Terms & Conditions

  • EMD of ₹18,300 required with bid

  • 25% quantity increase/decrease allowed at contracted rates

  • OEM authorization letters and back-to-back OEM support required

  • Delivery and installation at ICAR-IISR Kozhikode, Kerala

  • GST responsibility and reimbursement rules apply

Important Clauses

Payment Terms

GST as actuals or applicable rate; no explicit advance or milestone terms provided

Delivery Schedule

Delivery starts from last date of original order; option to extend quantity with proportional timing

Penalties/Liquidated Damages

Not detailed in provided terms; standard procurement penalties may apply per purchaser policy

Bidder Eligibility

  • Not under liquidation or bankruptcy

  • Must provide OEM authorization and back-to-back support letters

  • Experience in AV/Video conferencing system deployments

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Required Documents

1

GST registration certificate

2

PAN card

3

Experience certificates for similar AV system deployments

4

Financial statements or solvency certificates

5

EMD submission proof (₹18,300)

6

Technical bid documents and compliance certificates

7

OEM authorizations and Letter of Authorization (MAF) for major components

8

Back-to-back OEM support letters for hardware/software

9

Undertaking of non-liability in liquidation or bankruptcy

10

Any ATC/corrigendum certificates

Frequently Asked Questions

How to bid for USB video conferencing system tender in Kozhikode Kerala 2025

Bidders must submit GST, PAN, experience certificates, EMD ₹18,300, OEM authorization letters for major components, and OEM-backup support letters. Ensure installation capability at ICAR-IISR Kozhikode and address GST compliance. Follow ATC guidelines and corrigenda if issued; deliver on-site with installation and commissioning.

What documents are required for ICAR-IISR conferencing tender in Kerala

Submit GST certificate, PAN card, financial statements, experience certificates for AV deployments, EMD proof of ₹18,300, technical bid, OEM authorizations, and back-to-back support letters. Include undertaking of non-liquidation and ensure compliance with AtC terms and any corrigenda issued.

What are the delivery terms for the USB conferencing system tender in Kerala

Delivery begins after the original delivery order date; quantity may increase up to 25% at contracted rates; additional time calculated as (increased/original quantity) × original period, with a minimum of 30 days. On-site installation is required at ICAR-IISR Kozhikode.

What is the EMD amount for the ICAR IISR bidding in Kozhikode

The EMD is ₹18,300. Submit proof with the bid as part of mandatory security; ensure instruments for payment and compliance with GST guidelines and OEM-related terms.

What OEM documentation is needed for major components in this tender

Submit Letter of Authorization (MAF) from the OEM for major components (Microphone, Speaker, Amplifier, DSP) along with back-to-back OEM support letters confirming hardware/software maintenance commitments.

What standards or certifications are required for the Kerala conferencing bid

The tender data does not specify IS/ISO standards; bidders should rely on OEM certifications and ensure compatibility with USB conferencing systems and integrated audio; confirm any standards via ATC or corrigenda.

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