GEM

University Grants Commission Desktop with MS Office Tender Mumbai Maharashtra 2025 - 3-Year Warranty & OEM Authorization

Posted

30 Oct 2025, 02:57 pm

Deadline

20 Nov 2025, 03:00 pm

Location

MUMBAI , MAHARASHTRA

Progress

Issue30 Oct 2025, 02:57 pm
AwardPending
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Quantity

1

Bid Type

Two Packet Bid

Tender Overview

The University Grants Commission (Department of Higher Education) seeks a Desktop with MS Office procurement for the Mumbai, Maharashtra campus. The scope includes Supply, Installation, Testing and Commissioning of desktop computers with pre-installed MS Office, accompanied by a 3-year warranty. A flexible quantity policy allows a 25% increase from bid quantity and a similar extension during contract execution. A data sheet and OEM authorization are mandatory, with service centers required in Maharashtra and a dedicated support line. This procurement emphasizes compliant data sheets, post-sale service readiness, and a robust escalation framework.

Technical Specifications & Requirements

  • Data Sheet of offered products must be uploaded and must match technical parameters.
  • Scope of Supply: Supply, Installation, Testing and Commissioning of desktop computers with MS Office pre-installed.
  • Warranty: 3 years from final acceptance or after installation/completion.
  • Service Centers: Functional center in the State of consignee location; establishment within 30 days if not present.
  • OEM Authorization: Mandatory Manufacturer Authorization/Certificate with vendor details.
  • Support Details: Dedicated toll-free service number and escalation matrix required.
  • Option Clause: Up to 25% quantity variation during and after contract; delivery timelines adjust per formula.

Terms, Conditions & Eligibility

  • EMD amount not specified in data; bidders must meet financial integrity requirements and avoid liquidation or bankruptcy.
  • Data Sheet mismatch may lead to rejection; authentic OEM authorization required for authorized distributors.
  • A bid must include evidence of a functional service center within Maharashtra and documentary proof of the same.
  • Delivery schedule follows standard contract terms; extension logic applies for increased quantity.
  • Bidder must provide a clear escalation matrix and dedicated service contact details.
  • Warranty, installation and commissioning commitments must be explicitly stated in the bid.

Key Specifications

  • Product category: Desktop computers with MS Office pre-installed

  • Documentation: Data Sheet uploaded; must match product specs

  • Warranty: 3 years from final acceptance/installation

  • Service infrastructure: Functional Service Centre in the State of Maharashtra; establishment within 30 days if absent

  • OEM authorization: Required for authorized distributors with full contact details

Terms & Conditions

  • Up to 25% quantity increase allowed at contract placement and during currency at contracted rates

  • Mandatory Data Sheet alignment and OEM authorization for all bidders

  • Service center presence in Maharashtra with escalation matrix and toll-free support

  • Delivery/installation/commissioning scope included; payment terms not explicitly stated

  • 3-year warranty from acceptance or commissioning; performance penalties not detailed

Important Clauses

Option Clause

Purchaser may increase/decrease quantity by up to 25% at contract award and during currency; additional time calculated as (increased quantity/original quantity) × original delivery period, minimum 30 days

Data Sheet & OEM Authorization

Bid must include Data Sheet and Manufacturer Authorization with OEM details; mismatched technical parameters may lead to bid rejection

Service Centre Availability

Bidder must have a functional Service Centre in the Consignee's State; if not present, establish within 30 days of award; payment contingent on documentary evidence

Bidder Eligibility

  • No liquidation, court receivership, or bankruptcy; provide undertaking

  • Manufacturer Authorization required for authorized distributors

  • Functional Service Centre in Maharashtra; evidence of establishment or capability

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Required Documents

1

GST registration certificate

2

Permanent Account Number (PAN) card

3

Experience certificates of similar desktop deployments

4

Financial statements (last 3 years recommended)

5

EMD/Security deposit documentation (if applicable)

6

Data Sheet of offered desktops

7

OEM authorization/Manufacturer authorization

8

Proof of functional Service Centre in Maharashtra or establishment plan

9

Dedicated toll-free service number and escalation matrix

10

Installation, testing, and commissioning plan

Frequently Asked Questions

How to bid on the desktop with MS Office tender in Mumbai for UGC 2025?

Bidders must submit a Data Sheet with product specs, a Manufacturer Authorization, GST and PAN, financial statements, and an EMD if specified. The bid requires a dedicated service center in Maharashtra, a toll-free service number, and an escalation matrix. The 3-year warranty starts after final acceptance or installation.

What documents are required for UGC desktop procurement in Maharashtra?

Required documents include GST registration, PAN, experience certificates, financial statements, EMD proof, OEM authorization for distributors, and the product Data Sheet. Ensure service center establishment proof in Maharashtra or evidence of ongoing operations, plus installation/commissioning plans.

What are the key technical specifications for desktops with MS Office in this tender?

Though exact specs aren’t listed, bidders must provide a Data Sheet aligned with the offered desktops, pre-installed MS Office licenses, and ensure compatibility with the 3-year on-site/onsite warranty. OEM authorization and service support details are mandatory for bid validity.

When is the delivery/installation timeframe for the UGC desktop tender?

Delivery timelines follow contract terms and include installation and commissioning. The option clause allows up to 25% quantity variation, with delivery time adjustments calculated by the prescribed formula, and a minimum 30 days extendable period where applicable.

How is the 3-year warranty applied for desktops in this procurement?

Warranty begins on final acceptance or after installation and testing completion. It covers hardware defects and service support equivalent to on-site or comparable warranty terms, with documented evidence of warranty coverage to be submitted with the bid.

What is needed for OEM authorization in the UGC procurement?

Bidders must provide an OEM authorization/certificate detailing vendor name, designation, address, email, and phone, confirming authorized distributor status and capability to supply desktops with MS Office compliant products.

What is the process if quantity increases during contract execution?

The purchaser may increase quantity by up to 25% at contracted rates. The delivery period adjusts using (increased/original quantity) × original delivery period, with a minimum of 30 days, ensuring alignment with original delivery terms.

Are service centers mandatory in Maharashtra for this tender?

Yes. A functional Service Centre in Maharashtra is mandatory; if not present at bidding, the vendor must establish one within 30 days of award, with payment contingent on documentary proof of the centre's operation.

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