State Secretariat Panchayat & Rural Development Dept Video Conferencing ASM Tender North 24 Parganas West Bengal 2026
Bid Publish Date
12-Oct-2026, 2:33 pm
Bid End Date
02-Nov-2026, 3:00 pm
Location
Progress
Key Highlights
- • OEM authorization required (HP/Polycom) with ink-signature
- • West Bengal local office presence mandatory
- • Dedicated toll-free service support line must be available
- • EMD of ₹9,000 or 2% of bid value, whichever higher
- • Contract variation up to 25% in quantity or duration
- • BRGF Bank of India EMD deposit details provided
- • No BOQ items; AMC scope for Polycom video endpoints
- • Tender targets Polycom Video Conferencing End Points maintenance
- • Eligibility hinges on genuine Polycom OEM credentials and regional service capability
- • Bid submission requires scanned EMD receipt upload
Tender Overview
The State Secretariat, under the Panchayat And Rural Development Department, West Bengal, invites responses for Annual Maintenance Service of Video Conferencing End Points (Polycom), to be delivered in NORTH 24 PARGANAS, WEST BENGAL 700057. The procurement emphasizes OEM Authorized Service Provider participation, with an emphasis on Polycom endpoints and official HP/Polycom OEM authorization. The contract includes a 25% optional fluctuation in quantity or duration, subject to written consent for lump-sum service contracts. The opportunity requires an active local service presence and a dedicated support channel. Estimated value and start/end dates are not disclosed, but the scope spans maintenance and support for VC endpoints, including installation, diagnostics, and repairs where applicable.
Key differentiators include: mandatory OEM authorization, a local office in the consignee state, and a dedicated toll-free service line. An EMD of ₹9,000 or 2% of the quoted amount (whichever is higher) must be deposited to the specified BRGF account, with scanned receipt uploaded during bid submission. Bidders must obtain ink-signed OEM authorization for Polycom from HP and provide evidence of a local office in West Bengal.
This tender is specific to government procurement of video conferencing maintenance services, targeting vendors with genuine Polycom OEM credentials and regional service capabilities.
Technical Specifications & Requirements
- Product/Service: Annual Maintenance Service for Video Conferencing End Points (Polycom), OEM Authorized Service Provider
- OEM Authorization: Ink-signed authorization from HP for Polycom required
- Service Office: Local office must be located in the consignee state (West Bengal)
- Support Channel: Dedicated toll-free telephone for service support
- EMD: ₹9,000 or 2% of quoted amount, whichever is higher; deposit to BRGF account; scanned receipt upload
- Bid Security: Proof of EMD submission via RTGS/NEFT/CBS; acceptance linked to bid submission
- Quantity/Duration Variation: Up to 25% increase/decrease allowed at contract issue and during execution
- Payment terms: Not disclosed; terms aligned with standard government procurement
- BOQ: No items listed; scope inferred from AMC for VC endpoints
- Documentation: OEM authorization, local office proof, EMD receipt, service capability evidence
- Compliance: Polycom/Vendor must maintain service capability within West Bengal
Terms, Conditions & Eligibility
- EMD: ₹9,000 or 2% of bid value, whichever is higher; deposit via Bank of India BRGF account; upload receipt
- OEM Authorization: Ink-signed authorization from HP/Polycom mandatory
- Local Presence: Bidder must have a functioning office in the consignee state (West Bengal)
- Support: Dedicated toll-free service number required
- Variation Clause: 25% scope/contract duration adjustment permitted with consent
- Documentation: GST, PAN, experience certificates, financials, technical compliance certificates may be required
- Evaluation: OEM-certified service capability for Polycom VC endpoints; prior similar AMC experience likely preferred
Key Specifications
-
Video Conferencing End Point maintenance for Polycom devices
-
Ink-signed OEM authorization from HP/Polycom required
-
Local West Bengal service office verification
-
Dedicated toll-free service support line
-
EMD verification with scanned receipt upload
Terms & Conditions
-
EMD ₹9,000 or 2% of bid value, whichever is higher
-
OEM authorization must be ink-signed from HP/Polycom
-
Local office presence in West Bengal required
-
25% contract quantity/duration variation allowed
-
Dedicated service support line required
-
BRGF bank details for EMD deposit
Important Clauses
Payment Terms
Not explicitly disclosed; follow standard government AMC payment terms; EMD must be deposited as specified and bid submitted with scanned receipt
Delivery Schedule
No explicit delivery timeline provided; AMC service delivery should align with contractual start after award
Penalties/Liquidated Damages
Not specified in data; implied penalties may apply per standard GCC terms for AMC services
Bidder Eligibility
-
Must hold HP/Polycom OEM authorization for Polycom products
-
Must have a local West Bengal office or presence in consignee state
-
Must provide dedicated toll-free service line for support
Tender Data
Bid Details
Quantity
1
Bid Type
Two Packet Bid
Bid Validity
60 (Days)
Bid Type
Service
Evaluation
Total value wise evaluation
Tech Clarification Time
2 Days
Preference & Exemptions
EMD Required
No
MII Compliance
Yes
MSE Purchase Preference
Yes
MSE Preference Band
L1+15%
MSE Exemption/Relaxation
Yes
Startup Exemption/Relaxation
No
Bid Splitting Applied
No
Requirements
Experience Required
3 Year (s)
Arbitration Clause
No
Mediation Clause
No
Additional Tender Data
Commercial Details
Tender Category
Service
Bid To RA
No
Bid To RA Enabled
No
Item Category
ANNUAL MAINTENANCE SERVICE - VIDEO CONFERENCING SYSTEM - Video Conferencing End Point; Polycom; OEM Authorised Service Provider
Payment Timelines
Payments shall be made to the Seller within 45 days of issue of service delivery acceptance certificate (SDAC) and on-line submission of bills (This is in supersession of 10 days time as provided in clause 12 of GeM GTC)
Delivery Details
Delivery Locations
1
Delivery Cities
24 Paraganas North
Delivery Pincodes
700106
Delivery Locations
| Consignee | Address | City | State | Pincode | Quantity | Delivery Days | Additional Requirement |
|---|---|---|---|---|---|---|---|
| Sanjay Das | 700106,Joint Administrative Building, HC 7, salt lake | 24 Paraganas North | West Bengal | 700106 | 1 | - | - |
Authority Records
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Documents 5
GeM-Bidding-10020916.pdf
Main Document
Other Documents
OTHER
Other Documents
OTHER
GEM General Terms and Conditions Document
GEM_GENERAL_TERMS_AND_CONDITIONS
GEM General Terms and Conditions Document
GEM_GENERAL_TERMS_AND_CONDITIONS
Categories
2
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Required Documents
OEM authorization/invitation letter from HP/Polycom (ink-signed)
Proof of local office in West Bengal (consignee state)
EMD receipt/scanned deposit proof (₹9,000 or 2% of bid value)
Bank transfer details for EMD (BRGF A/c 400010110000658, Bank of India)
GST registration certificate
Permanent Account Number (PAN) card
Experience certificates for similar AMC of video conferencing endpoints
Technical bid documents and any OEM compliance certificates
Office address proof and contact details for service support
Frequently Asked Questions
Key insights about WEST BENGAL tender market
How to bid for Polycom AMC in West Bengal tender 2026?
Bidders must submit OEM ink-signed authorization from HP/Polycom, prove local West Bengal office presence, and deposit EMD ₹9,000 or 2% of bid value to BRGF account. Upload EMD receipt with bid, provide service capability evidence and toll-free support details to participate.
What documents are required for Polycom AMC tender in WB?
Required documents include HP/Polycom OEM authorization, West Bengal office proof, EMD receipt, GST, PAN, experience certificates for similar VC maintenance, financial statements, and technical compliance certificates; submit scanned copies during bid submission.
What are the eligibility criteria for OEM authorized service provider?
Eligibility demands ink-signed OEM authorization, a local office in the consignee state, and a dedicated toll-free support line; bidders must demonstrate Polycom VC endpoint service capability and prior AMC experience in similar deployments.
What is the EMD amount for this WB tender?
The Earnest Money Deposit is ₹9,000 or 2% of the quoted bid value, whichever is higher, deposited to BRGF account 400010110000658 at Bank of India; proof must be uploaded during bid submission.
What is the required support channel for service?
Bidders must provide a dedicated toll-free service number for Polycom VC endpoint maintenance; this line must be active for post-award support and diagnostic assistance.
Are there quantity or duration variations allowed?
Yes, up to 25% variation in contract quantity or duration is allowed at the time of contract issuance, and can be increased up to 25% during execution with the service provider’s consent.
What standards or certifications are expected for AMC?
The tender requires Polycom OEM authorization; while specific ISO/quality standards are not listed, vendors should demonstrate OEM-certified service capability and compliance with local WB service regulations.
Where is the service location for this AMC?
The procurement targets the North 24 Parganas district, West Bengal; bidders must have a service office within the consignee state to meet local response commitments.