GEM

Indian Army Department of Military Affairs Portable Conference System & AV Equipment Tender 2025 Kolkata – ISI/AAA compliant, 3-year experience

Posted

27 Oct 2025, 12:50 pm

Deadline

17 Nov 2025, 01:00 pm

EMD

₹8,05,470

Progress

Issue27 Oct 2025, 12:50 pm
AwardPending
Explore all 4 tabs to view complete tender details

Quantity

6729

Category

Main LED Screen, Screen Size 16 Feet x 6.5 Feet 1.25 MM or less Pixel Pitch.

Bid Type

Two Packet Bid

Key Highlights

  • • OEM installation and Commissioning by OEM-certified resources
  • • EMD amount ₹8,05,470 and 25% quantity variation rights
  • • Delivery at HQ Eastern Command, Kolkata
  • • 3+ years govt/PSU supply experience required
  • • Data sheet alignment with offered product specifications
  • • Non-obsolescence: products must have at least 3 years residual market life
  • • 24/7 support and training requirements embedded via OEM channel

Categories 31

DIGITAL SCREEN SECURITY CAMERAS AUDIO VIDEO EQUIPMENT VIDEO MONITORS VIDEOGRAPHY SERVICE SPEAKER CCTV SYSTEM EQUIPMENT TRANSMITTER CABLE AUDIO CONFERENCING SYSTEM IT EQUIPMENT POLYSTYRENE SHEET THERMOCOL DIGITAL PODIUM ELECTRONIC COMPUTATIONAL DEVICE PARTS OF GUNS PANEL PORT AUDIO AND VIDEO CONTROL SYSTEM ENGINE CAMERA DISPLAY SYSTEM POWER ACOUSTICAL WORK SOFTWARE CHANNEL CAT NETWORKING EQUIPMENTS DATA WALL DISPLAY

Tender Overview

The Indian Army (Department of Military Affairs) seeks a comprehensive suite of AV and conference system equipment, including portable column systems, 14-channel digital mixers, 4K network PTZ cameras, 4x4 USB 3.2 hubs, 16/32 HDMI matrix switchers, 4K capture devices, desktop integration, and associated cabling and mounting hardware. The procurement carries an EMD of ₹8,054,70 and requires installation at HQ Eastern Command, Vijay Durg, Fort William, Kolkata. The scope spans 43 total items with a broad hardware-and-software integration footprint and a 25% quantity option during contract execution. Bidders must demonstrate at least 3 years of govt/central or state PSU experience and ensure non-obsolescence with OEM-backed supplies.

  • Organization: Indian Army, Department of Military Affairs
  • Location for delivery/installation: HQ Eastern Command, Kolkata
  • Estimated value: not disclosed; EMD: ₹8,05,470
  • Key differentiator: OEM installation/commissioning by certified resources, and long-term support
  • Unique aspects: data sheet alignment with offered specs; non-obsolete requirement; option for quantity adjustments

Technical Specifications & Requirements

  • Product categories include: Portable column system with subwoofers, 14-channel digital mixer, 4K network PTZ conference camera, 4K HDMI capture devices, HDMI 2.0 matrix switchers (16x16 / 32x32), 4K document camera, digital conference system rack engine, network expander & control systems, 20m/15m high-speed HDMI cables, and 14/16 input-output AV distribution hardware.
  • Data sheet submission mandatory; product offered must align with technical parameters; OEM installation required; 3-year residual market life for offered items.
  • EMD: ₹8,054,70; delivery address specifies installation at the Kolkata HQ Eastern Command.
  • Experience: supplier or OEM must have 3+ years of regular supply to central/state govt bodies.
  • Compliance: products should not be end-of-life before the bid opening date; installation/commissioning by OEM-certified personnel.

Terms, Conditions & Eligibility

  • EMD: ₹8,05,470; payment and delivery terms to be governed by tender clauses; extension rights for quantity up to 25% during contract & currency.
  • Delivery/Installation: to be performed at HQ Eastern Command, Kolkata; supplier must coordinate with OEM for training and commissioning.
  • Eligibility: no liquidation or bankruptcy; must demonstrate 3+ years in govt/PSU procurement; installation by OEM-certified resources; data sheets must match specifications.
  • Documents: PAN, GSTIN, cancelled cheque, EFT mandate; data sheets; contracts/certificates for prior govt supply; OEM authorizations.
  • Warranties/Service: warranty or AMC terms to be as per vendor terms and OEM policy; penalties for non-compliance as per contract.

Key Specifications

  • Portable column system with subwoofer

  • 14-channel digital mixer

  • 4K network PTZ conference camera

  • 4x4 USB 3.2 Gen 1 hub switch

  • HDMI 2.0 matrix switcher (16x16 and 32x32)

  • 4K document camera

  • Rack-based central engine processor

  • Digital conference system control & power supply with network expander

Terms & Conditions

  • EMD ₹8,05,470; 25% quantity option during/after contract

  • Installation at HQ Eastern Command, Kolkata; OEM-led deployment

  • 3+ years govt/PSU supply experience; non-obsolete product life

  • Must provide complete data sheets; OEM authorizations required

  • Delivery/completion within terms; penalties as per bid terms

Important Clauses

Payment Terms

Terms to be defined in contract; EMD submitted; payments linked to delivery/installation milestones per OEM/organization policy

Delivery Schedule

Delivery can be increased by up to 25% during contract; extended delivery timelines calculated using formula in option clause

Penalties/Liquidated Damages

Penalties apply for delay; not explicitly quantified here; refer to contract for LD rates and caps

Bidder Eligibility

  • 3+ years of regular supply to Central/State Govt or PSU (OEM-supported or reseller-backed)

  • Not under liquidation or bankruptcy; legal/financial standing to be demonstrated

  • OEM authorization required for installation and commissioning by OEM-certified resources

Bill of Quantities (BOQ) 43 Items

Item # Title Description Quantity Unit Consignee Delivery (Days)
1 Portable Column System with Subwoofer Portable Column System with Subwoofer 4 nos ecsrproj_2 45
2 14-Channel Digital Mixer 14-Channel Digital Mixer 1 nos ecsrproj_2 45
3 Digital Signal Processor Digital Signal Processor 1 nos ecsrproj_2 45
4 4K Network PTZ Conference Camera 4K Network PTZ Conference Camera 6 nos ecsrproj_2 45
5 4 channel HD Switcher, Recorder and Live Streaming Media Processor 4 channel HD Switcher, Recorder and Live Streaming Media Processor 1 nos ecsrproj_2 45
6 HDMI 4K to USB 3.0 Capture Card HDMI 4K to USB 3.0 Capture Card 1 nos ecsrproj_2 45
7 4 x 4 USB 3.2 Gen 1 Industrial Hub Switch 4 x 4 USB 3.2 Gen 1 Industrial Hub Switch 1 nos ecsrproj_2 45
8 All-in-One Desktop PC All-in-One Desktop PC 2 each ecsrproj_2 45
9 Digital Conference System Rack based Central Engine Processor Digital Conference System Rack based Central Engine Processor 1 nos ecsrproj_2 45
10 Digital Conference System Power Supply with Network Expander Digital Conference System Power Supply with Network Expander 1 nos ecsrproj_2 45
11 Digital Conference System Chairman Unit with 500 MM Gooseneck Microphone Digital Conference System Chairman Unit with 500 MM Gooseneck Microphone 1 nos ecsrproj_2 45
12 Digital Conference System Delegate Unit with 500 MM Gooseneck Microphone Digital Conference System Delegate Unit with 500 MM Gooseneck Microphone 50 nos ecsrproj_2 45
13 Digital Conference System 20 Meter Conference Cable Digital Conference System 20 Meter Conference Cable 2 nos ecsrproj_2 45
14 Digital Wireless UHF Handheld Microphone Set Digital Wireless UHF Handheld Microphone Set 1 nos ecsrproj_2 45
15 Digital Wireless UHF Lapel Microphone Set Digital Wireless UHF Lapel Microphone Set 1 nos ecsrproj_2 45
16 Main LED Screen, Screen Size 16 Feet x 6.5 Feet 1.25 MM or less Pixel Pitch. Main LED Screen, Screen Size 16 Feet x 6.5 Feet 1.25 MM or less Pixel Pitch. 1 nos ecsrproj_2 45
17 55 inch Professional Ultra HD Display Panel 55 inch Professional Ultra HD Display Panel 6 nos ecsrproj_2 45
18 Wall or Floor mount Wall or Floor mount 6 nos ecsrproj_2 45
19 Cable Cubby with flip top and a push button Cable Cubby with flip top and a push button 4 nos ecsrproj_2 45
20 Under Table Switcher with HDMI and USB C connectivity Under Table Switcher with HDMI and USB C connectivity 4 nos ecsrproj_2 45
21 16 Inputs and 16 Outputs HDMI 2.0 Matrix Switcher 16 Inputs and 16 Outputs HDMI 2.0 Matrix Switcher 1 nos ecsrproj_2 45
22 32 Inputs and 32 Outputs HDMI 2.0 Matrix Switcher 32 Inputs and 32 Outputs HDMI 2.0 Matrix Switcher 1 nos ecsrproj_2 45
23 AVX HDMI 2.0 Extender Transmitter AVX HDMI 2.0 Extender Transmitter 12 nos ecsrproj_2 45
24 AVX HDMI 2.0 Extender Receiver AVX HDMI 2.0 Extender Receiver 12 nos ecsrproj_2 45
25 4K HDMI Document Camera 4K HDMI Document Camera 1 each ecsrproj_2 45
26 Hardware or Software based control system Hardware or Software based control system 1 nos ecsrproj_2 45
27 Network Input Output Expander Network Input Output Expander 1 nos ecsrproj_2 45
28 10 inch Touch Screen Controller Projected capacitive touch surface 10 inch Touch Screen Controller Projected capacitive touch surface 1 nos ecsrproj_2 45
29 24 Port Gigabit Ethernet PoE Switch 24 Port Gigabit Ethernet PoE Switch 1 nos ecsrproj_2 45
30 1 Meter Premium Highspeed HDMI 2.0b flexy cable 1 Meter Premium Highspeed HDMI 2.0b flexy cable 24 nos ecsrproj_2 45
31 2 Meter Premium Highspeed HDMI 2.0b flexy cable 2 Meter Premium Highspeed HDMI 2.0b flexy cable 4 nos ecsrproj_2 45
32 2 Meter Full-featured Type-C Pro AV cable 2 Meter Full-featured Type-C Pro AV cable 4 nos ecsrproj_2 45
33 10 Meter Premium High-Speed HDMI 2.0b Hybrid Optical Active Cable 10 Meter Premium High-Speed HDMI 2.0b Hybrid Optical Active Cable 2 nos ecsrproj_2 45
34 15 Meter Premium High Speed HDMI 2.0b Hybrid Optical Active Cable 15 Meter Premium High Speed HDMI 2.0b Hybrid Optical Active Cable 4 nos ecsrproj_2 45
35 Speaker Cable 2.5 Sq. mm Speaker Cable 2.5 Sq. mm 100 mtr ecsrproj_2 45
36 Microphone Cable with 20 AWG Microphone Cable with 20 AWG 300 mtr ecsrproj_2 45
37 Cat 6 STP Cable. Cat 6 STP Cable. 610 mtr ecsrproj_2 45
38 Connectors such as Audio Microphone Video RJ45 Connectors such as Audio Microphone Video RJ45 1 lot ecsrproj_2 45
39 22U Equipment Rack 22U Equipment Rack 1 nos ecsrproj_2 45
40 Technical workstations Technical workstations 50 set ecsrproj_2 45
41 10 MM wall to wall soundproofing 10 MM wall to wall soundproofing 5,500 sqft ecsrproj_2 45
42 Vertical Standee Vertical Standee 2 nos ecsrproj_2 45
43 Spare part for LED Video Wall and Audio and Video consumable Spare part for LED Video Wall and Audio and Video consumable 1 lot ecsrproj_2 45

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Required Documents

1

Copy of PAN Card

2

Copy of GSTIN

3

Copy of Cancelled Cheque

4

Copy of EFT Mandate certified by Bank

5

Data Sheet of offered products

6

Contracts/experience certificates demonstrating 3+ years govt/PSU supply

7

OEM authorization/endorsement for installation by OEM-certified resources

8

Bidder or OEM data establishing non-obsolescence and market life

Frequently Asked Questions

How to bid for Indian Army portable conference system tender in Kolkata 2025?

Bidders must meet eligibility criteria including 3+ years of govt/PSU supply, provide OEM authorization for installation, submit GSTIN, PAN, EFT mandate, and data sheets. Ensure EMD of ₹8,05,470 and alignment with specified data sheets. Follow delivery terms to HQ Eastern Command, Kolkata with OEM-backed installation.

What documents are required for the Indian Army AV equipment bid 2025?

Submit PAN, GSTIN, cancelled cheque, EFT mandate, product data sheets, previous govt/PSU supply contracts, OEM authorization for installation, and evidence of non-obsolescence (3+ years market life). Ensure vendor code creation documents accompany the bid as specified.

What are the technical specifications for the conference system tender 2025 India?

Specify portable column system with subwoofer, 14-channel digital mixer, 4K network PTZ camera, 4x4 USB 3.2 hub, HDMI 2.0 matrix switchers (16x16/32x32), 4K capture devices, and wired/wireless mic options. Data sheets must match offered configuration; OEM installation is required.

When is the delivery deadline for the Kolkata conference system tender?

Delivery windows are defined by the option clause allowing up to 25% quantity variation. Initial delivery schedule begins after contract award; additional time scales with (increased quantity/initial quantity) × original delivery period, with a minimum of 30 days.

What are the payment terms for the Indian Army AV procurement 2025?

Payment terms are governed by the contract; typically, milestones align with delivery and installation completion. Ensure EMD submission of ₹8,05,470 and compliance with OEM installation terms. Confirm banking details via EFT mandate; alternate terms may be specified in the final contract.

What standards or certifications are required for this govt tender in Kolkata?

Standards include OEM-backed equipment with non-obsolescence of 3+ years; data sheets must be exact; installation performed by OEM-certified personnel. Ensure GST and PAN compliance; provide OEM authorizations and data sheets for all offered items.

How to verify product data sheets align with offered equipment in this bid?

Upload comprehensive data sheets for all items; cross-check model numbers, specifications, and capabilities against the requested system configuration. Any mismatch can lead to bid rejection; ensure the sheets clearly reflect matrix switchers, PTZ cameras, and 4K capture devices.

What constitutes eligibility for govt procurement of AV systems in India 2025?

Eligibility requires 3+ years of govt/PSU supply, non-liquidation status, GSTIN and PAN validation, EFT mandate, OEM authorization for installation, and demonstrated successful prior deployments with contracts from central/state bodies.

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