Products and Services Overview

All items are to be delivered at designated government locations as per tender schedule.

Financial & Contract Details

This tender focuses on procurement of essential office supplies and contingency items. The evaluation criteria are primarily based on total value assessment, and there is no explicit mention of a fixed contract worth or financial ceiling in the tender documents. The process involves a competitive bidding mechanism, with a clear emphasis on compliance, quality, and timely delivery.

Key Financial Details:

• Bid Security (EMD): ₹32,518, payable to the Chief Engineer, HQ PROJECT UDAYAK, via State Bank of India.
• Bid Validity: 120 days from the bid end date (6th August 2025).
• Performance Security (ePBG): 3% of the bid value, valid for 14 months.
• MSE and Make in India Preference: Eligible micro and small enterprises, and local suppliers with valid Udyam Registration, are encouraged to participate and will get purchase preference.

Vendors are advised to consult the detailed bid documents for specific product requirements, compliance standards, and submission procedures.

Eligibility Criteria

✔️ The bidder should have a minimum average annual turnover of ₹4 lakh over the last three financial years.
✔️ At least 1 year of experience in supplying similar office or contingency items.
✔️ Micro & Small Enterprises (MSEs) and startups holding valid Udyam Registration are encouraged, with provisions for purchase preference.
✔️ Bidders must meet specified technical specifications and submit relevant past performance and compliance documents.

Special incentives are offered to MSEs and local manufacturers under government procurement policies to promote indigenous and small-scale industry participation.

Essential Documents & Compliance Checklist

🔴 Bidder must upload the following mandatory documents:

• Past performance certificates
• Experience proof along with delivery acceptance
• Certificate of turnover from a Chartered Accountant
• Udyam Registration certificate (for MSE eligibility)
• Technical compliance documents for each product category
• Bid security deposit receipt

All documents should be duly signed, certified, and submitted in the prescribed format to avoid disqualification.

Delivery & Logistics

🚚 The delivery locations are government office premises under the Department of Defence. Vendors should plan logistics considering site access, security measures, and timelines specified in the bid schedule.
🕒 The delivery timeline is aligned with the bid validity period, with completion expected shortly after final order confirmation.
Pro Tip: Ensure timely dispatches and quality packaging to adhere to government standards and avoid delays.

Restrictions & Important Notices

⚠️ The procurement is restricted to eligible Indian suppliers with prior registration on the GeM portal.
⚠️ Only Class I and Class II local suppliers, as per Government of India norms, are eligible for purchase preference.
⚠️ All supplies must adhere to IS standards and relevant quality certifications.
⚠️ Non-compliance with documentation or product specifications could lead to disqualification.

Relevant Resources & Support

For vendor registration, documentation, and bid assistance, vendors are encouraged to access:

• GeM Profile Registration: https://tenderai.in/services/gem-profile-registration
• Company Insights & Market Reports: https://tenderai.in/company-insights

SEO-Optimized FAQs

Q1: How to participate in the Department of Defence Office Contingency Items tender?
To participate in this tender, vendors must first register on the GeM portal, ensuring their profile is complete and compliant with government norms. They should review the detailed bid documents, prepare supporting documents such as experience certificates, turnover proof, and technical specifications for each product category. During bid submission, vendors need to upload all mandatory documents, including bid security deposit and compliance certificates. The evaluation is based on total value, and only eligible bidders with proper documentation will be shortlisted. It is crucial to meet the experience minimum of one year and a turnover of at least ₹4 lakh. Vendors should also check the bid schedule and delivery timelines, and ensure their offerings align with the specified product standards for quality and safety. For professional GeM registration assistance, visit https://tenderai.in/services/gem-profile-registration.

Q2: What are the eligibility criteria for small and micro enterprises in this defence office supplies tender?
Small and micro enterprises must have a valid Udyam Registration certificate to qualify for purchase preferences and exemptions. They should meet the minimum average annual turnover of ₹4 lakh for the last three financial years, supported by certified audit documents or CA certificates. MSEs are encouraged as they are eligible for purchase preference and may avail exemptions or concessions under government policies. Additionally, their credentials must be validated online through the Udyam portal during bid submission. MSEs should also ensure that their products meet the technical specifications, and provide relevant certifications and past performance records. The government’s policy aims to promote indigenous manufacturing and local supply chains, offering a fair platform for small-scale suppliers to participate in defense procurement. Further guidance is available at https://tenderai.in/company-insights.

Q3: How can suppliers ensure compliance with the technical specifications for items like ventilators, curtains, and furniture?
Suppliers must carefully review the detailed technical specifications listed in the bid documents. These include material standards, dimensions, weight capacities, and quality certifications such as IS standards. To ensure compliance, vendors should obtain testing reports, certification copies, and sample approvals from authorized labs or certifying agencies before bid submission. Providing clear documentation proving conformity to specifications reduces the risk of disqualification. It’s recommended to include product datasheets, quality certificates, and sample images in the bid. Vendors should also engage with the designated government officials or authorized technical consultants if any clarification is needed during the technical evaluation period. Adhering strictly to the technical requirements enhances the chance of passing the evaluation stage.

Q4: What are the bid submission process and document requirements for the Office Contingency Items tender?
The bid must be submitted electronically through the GeM portal by the stipulated deadline, i.e., August 6, 2025, at 5:00 pm. Vendors need to login with their registered credentials and upload all required documents, including:

• Bid security deposit (ePBG or EMD)
• Experience certificates and past performance documents
• Technical compliance certificates
• Udyam or MSME registration (if applicable)
• Certification of turnover
• Technical datasheets and product samples (if required)
  The bid includes two packet submissions: technical and financial. The evaluation will consider the combined total value and compliance to specifications. Bidders should verify all uploaded documents for completeness and correctness before final submission. For guidance on bid submission, visit https://tenderai.in/services/gem-profile-registration.

Q5: How does the government prioritize local suppliers and SMEs in defence office procurement tenders?
The tender encourages participation from Indian local suppliers and SMEs through purchase preferences under government policies like Make in India and MSME benefits.Qualification criteria include valid Udyam Registration, local content certification, and compliance with the Public Procurement Policy for Micro and Small Enterprises, 2012. Suppliers with local manufacturing units or assembly facilities are eligible for preference, provided they submit certificates indicating local content percentage and supporting documentation. These measures are designed to promote indigenous industry, reduce dependency on imports, and facilitate easier access for small-scale businesses to government contracts. Bidders can avail purchase priority, exemption from certain bid conditions, and expedited processing if they meet the criteria. For detailed policies, visit https://bidplus.gem.gov.in/bidding/downloadOmppdfile/.

Q6: What are the key quality standards and certifications required for the procurement of office supplies like tables, glassware, and electrical appliances?
Suppliers must ensure their products meet relevant Indian standards, such as IS specifications for electrical appliances, glassware, and household items. Certification of compliance from accredited laboratories or certification bodies should be included with the bid. Items like electrical kettles must have ISI certification, glass tables should adhere to safety and durability standards, and furniture must meet ergonomic and fire safety norms. All products should be brand new, unused, and conform to applicable safety and quality norms as specified in the detailed bid documents. Providing test reports, quality certification, and a warranty document will strengthen the bid and facilitate smooth technical approval.

Q7: What should vendors keep in mind regarding delivery timelines and logistical arrangements for this government procurement?
Vendors should review the specified delivery schedule aligned with bid validity, typically within a few weeks of contract award. Logistics planning must consider site accessibility, security protocols of defence establishments, and transportation arrangements. Adequate packaging to withstand handling and environmental conditions during transit is critical. Vendors should also coordinate with the designated government contact points for delivery scheduling, customs clearance, and documentation. Early planning for large or bulky items like furniture, coolers, and electronic appliances can prevent delays and ensure timely fulfillment. Regular communication with the procurement authority enhances transparency and smooth execution.

Q8: Are there any restrictions or compliance requirements specific to foreign or non-Indian suppliers for this Defence Office Items tender?
Yes, only Indian suppliers with valid GeM registration and adherence to government procurement policies are eligible. Suppliers from foreign countries or non-Indian entities must establish their local presence via authorized local agents or subsidiaries, and meet the criteria for local content. The regulations emphasize indigenous manufacturing under Make in India, and non-compliance could lead to disqualification. All products must conform to IS standards or equivalent Indian safety and quality norms. Import or foreign suppliers should also be aware of import regulations and tariffs if they seek to participate through local agents. It is advisable to thoroughly review the tender’s eligibility clause and contact authorities if clarification is needed.

Q9: How can vendors track the status of their bid and get updates about the Department of Defence procurement process?
Vendors can monitor bid status, clarifications, and updates via the official GeM portal, where all bid activities are tracked online. Registration on GeM with a verified profile is mandatory for bid participation. Vendors should regularly login to check notifications, submit any additional documents if requested, and track the bid’s evaluation stages. For direct support, vendors can contact the designated tender helpdesk or authorized government officials posted on the bid portal. Setting up alerts and subscribing to relevant categories ensures timely updates. For comprehensive analysis and market intelligence, vendors can also utilize services from platforms like TenderAI, which provide insights into ongoing government procurements.

Q10: What are the benefits of registering on TenderAI for participating in government tenders like this one?
TenderAI offers a range of services including assistance with GeM registration, bid strategy consultancy, document preparation, and market analysis. By registering with TenderAI, vendors can simplify compliance, improve bid quality, and increase their chances of winning government contracts. The platform provides detailed insights into tender schedules, key evaluation parameters, and competitive landscape, enabling smarter bidding decisions. Additionally, TenderAI helps small and medium enterprises to understand their eligibility, streamline documentation, and stay updated on tenders relevant to their product categories. This makes TenderAI an invaluable tool for vendors aiming to grow their government sector presence efficiently.

End of Document