East Coast Railway Maintenance Tender for ACs, Water Coolers & Deep Freezers in Sambalpur Odisha 2026
Progress
Tender Overview
East Coast Railway invites bids for the comprehensive maintenance of Air-conditioners, water coolers, deep freezers and refrigerators across SBP Settlement under SSE/EL/SBP, Sambalpur Division, Odisha. Estimated value: ₹6,167,039.66 with an EMD of ₹123,340. Scope includes servicing, repair and preventive maintenance for different makes of ACs and refrigeration units. Tender requires submission of EMD via DD or FDR and hardcopy delivery within 5 days post bid opening. Unique eligibility hinges on recent performance in similar service contracts and compliance with organizational terms. Location-specific procurement emphasizes reliability of on-site maintenance across multiple equipment types in a railway environment.
Technical Specifications & Requirements
- No technical specifications are provided in the document. Eligible bidders must demonstrate capability to perform installation, testing, commissioning and ongoing maintenance for Windows/Split/Ductable/Packaged HVAC systems and associated refrigeration equipment.
- Key qualification indicators include 3-year track record, completion of one similar contract in the last three financial years or current year, with value at least 35% of the advertised bid value.
- Experience certification must be provided by competent authorities; private individual certificates are not acceptable. Turnover and authorization details should align with railway procurement norms. EMD submission via DD or FDR is mandatory.
Terms, Conditions & Eligibility
- EMD: ₹123,340; can be paid via Account Payee DD in favour of FA&CAO, East Coast Railway or via Fixed Deposit Receipt in the bidder’s name with bank endorsement.
- 3-year work experience requirement: completed similar service contract of at least 35% of bid value in last 3 financial years + current year.
- Documentation: submit work experience certificates from competent authorities, not from private individuals; public/private company turnover criteria apply. Delivery of hardcopy within 5 days of bid end/opening date is required when using DD/FDR. Bidder must demonstrate capability for AMC/maintenance contracts for HVAC and refrigeration equipment.
- Payment terms and penalties, warranty, and AMC specifics are to be governed by East Coast Railway terms and conditions; ensure compliance with all forms and submission requirements prior to bid opening.
Key Specifications
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Product/service: Comprehensive maintenance of Air-Conditioners, Water Coolers, Deep Freezers & Refrigerators
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Estimated value: ₹6,167,039.66
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EMD: ₹123,340
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EMD submission: DD or FDR, with hardcopy delivery within 5 days
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Eligibility: 3 years' relevant experience, one similar contract valued at least 35% of bid
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Certification: Competent-authority issued experience certificates; private individual certificates not accepted
Terms & Conditions
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EMD must be paid via DD or FDR, with proof uploaded and hardcopy delivered within 5 days
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Eligibility requires 3-year experience and at least one similar contract equal to 35% of bid value
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Maintenance scope includes ACs and refrigeration equipment across SBP Settlement under SSE/EL/SBP
Important Clauses
Payment Terms
EMD payable via DD or FDR; hardcopy to be delivered within 5 days of bid end/opening; no alternative payment terms stated
Delivery Schedule
On-site maintenance and AMC as per organizational terms; specific delivery timelines not spelled out beyond bid bid end/opening
Penalties/Liquidated Damages
Penalty details not disclosed; standard railway procurement penalties to apply per contract terms
Bidder Eligibility
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Minimum 3 years of experience in similar AMC/maintenance contracts
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One similar contract completed in last 3 financial years with value at least 35% of bid value
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Competent-authority issued work experience certificates; private individuals not accepted
Tender Data
Bid Details
Quantity
1
Similar Category
Comprehensive Annual Maintenance Services for Precision Air Conditioners
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
Yes
MII Compliance
Yes
MSE Purchase Preference
Yes
MSE Preference Band
L1+15%
MSE Exemption/Relaxation
No
Startup Exemption/Relaxation
No
Bid Splitting Applied
No
Requirements
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
Custom Bid for Services - Comprehensive maintenance of Air conditioners, repair and maintenance of Water Coolers, Deep freezer & Refrigerators of different makes installed in SBP Settlement under the jurisdiction of SSE/EL/SBP over SAMBALPUR Division..
Advisory Bank
State Bank of India
ePBG Percentage
5%
ePBG Duration (Months)
42
Delivery Details
Delivery Locations
1
Delivery Cities
Sambalpur
Delivery Pincodes
768003
Delivery Locations
| Consignee | Address | City | State | Pincode | Quantity | Delivery Days | Additional Requirement |
|---|---|---|---|---|---|---|---|
| Pramod Kumar Panda | 768003,Office of the Senior Section Engineer(EL), East Coast Railway, PO-Khetrajpur, Dist-Sambalpur, Odisha-768003 | Sambalpur | Odisha | 768003 | Project / Lumpsum Based | - | - |
Authority Records
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Documents 9
GeM-Bidding-9931607.pdf
Main Document
Other Documents
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Other Documents
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Other Documents
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Other Documents
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Other Documents
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Other Documents
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GEM General Terms and Conditions Document
GEM_GENERAL_TERMS_AND_CONDITIONS
GEM General Terms and Conditions Document
GEM_GENERAL_TERMS_AND_CONDITIONS
Categories
6
Required Documents
GST registration certificate
PAN card
Experience certificates for similar service contracts (competent authority issued)
Financial statements / turnover proof for last 3 financial years
EMD submission document (DD or FDR) with proof scanned upload
Technical bid documents showing capability for on-site maintenance
OEM authorization if applicable for specific makes
Any additional bidder compliance certificates as per T&C
Frequently Asked Questions
Key insights about ODISHA tender market
How to bid for Sambalpur East Coast Railway HVAC tender in 2026?
Bidders must meet eligibility: 3 years of similar service experience, one contract worth at least 35% of bid value in last 3 financial years. Submit EMD ₹123,340 via DD or FDR, along with scanned proofs and hardcopy within 5 days post bid opening. Include OEM authorizations if required and experience certificates from competent authorities.
What documents are required for the EMD submission in this railway tender?
Submit EMD as DD in favour of FA&CAO, East Coast Railway or a pledged FDR. Upload scanned proof and deliver hardcopy within 5 days of bid end/opening. Include the corresponding bank endorsement on the reverse of FDR and provide cover letter with bid.
What are the eligibility criteria for similar maintenance contracts in this bid?
Candidates must show completion of at least one similar contract in the last three financial years valued at 35% of the advertised bid value, plus ongoing or completed projects with installation/maintenance of ACs and refrigeration systems. Certificates must be from competent authorities; private individuals are not acceptable.
What equipment categories are covered under this East Coast Railway maintenance tender?
Scope includes Air-conditioners, Water Coolers, Deep Freezers and Refrigerators of different makes installed in SBP Settlement under SSE/EL/SBP, Sambalpur Division. AMC/maintenance and repair of varied HVAC systems are included within services.
What are the key payment terms and potential penalties for this bid?
Payment terms align with railway norms; specific percentages are not stated. EMD is required upfront; penalties or LD clauses are to be governed by contract terms. Ensure compliance with all payment and delivery provisions in the final agreement.
How to verify required experience certificates for this railway tender in Odisha?
Obtain experience certificates issued by competent authorities detailing contract scope, cost, completion dates, and performance. Certificates from private individuals are not acceptable; certificates from public/private companies require official management authorization to issue credentials.
Where can bidders find the submission and delivery timeline for this tender?
Bid end/opening dates are specified in the tender communications. Submit scanned EMD proofs and upload technical bid documents; deliver hard copy of EMD to the purchaser within 5 days after bid end/opening as per ATC terms.
What scope of work is expected for AMC in this East Coast Railway tender?
AMC scope covers preventive maintenance, on-site repair, testing, commissioning support for ACs, water coolers, deep freezers and refrigerators of assorted makes, ensuring uptime for SBP Settlement equipment across Sambalpur Division per buyer terms.