GEM

IIT Dharwad Department of Higher Education Heat Transfer & Recirculating Chiller AMC Tender 2025

Posted

24 Oct 2025, 11:42 am

Deadline

15 Nov 2025, 09:00 am

EMD

₹1,25,000

Location

DHARWAD , KARNATAKA

Progress

Issue24 Oct 2025, 11:42 am
AwardPending
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Quantity

6

Category

Shell and Tube Heat Exchanger setup

Bid Type

Two Packet Bid

Categories 8

OTHER SERVICE TUBE HEATING EQUIPMENT SPARES MECHANICAL EQUIPMENT LABORATORY EVAPORATING EQUIPMENT HEAT PUMP HEAT EXCHANGERS TURBO COMPRESSORS

Tender Overview

The Indian Institute Of Technology (IIT) Dharwad, Department Of Higher Education, Karnataka, invites bids for multiple laboratory installations including Linear Heat Conduction setup, Radial Heat Conduction unit, Conductivity of Liquid and Gases setup, Shell and Tube Heat Exchanger setup, plus 1st and 2nd Year Comprehensive AMC for a Recirculating Chiller Unit. The project scope covers procurement and installation of specialized heat transfer equipment with an estimated value not disclosed publicly. A key differentiator is the inclusion of annual maintenance for the recirculating chiller across two years, with the option clause allowing up to 25% quantity variation during contract execution. Bidders should prepare for OEM authorization and data-sheet verification to ensure parameter alignment. Unique aspects include mandatory data-sheet uploads and GST-compliant invoicing on GeM, along with vendor financial standing assurances. This tender targets qualified bidders capable of supplying precision heat transfer setups and AMC services within Karnataka.

Technical Specifications & Requirements

  • EMD: ₹125,000 to accompany bids, aligning with GeM submission requirements.
  • Product Scope: Linear Heat Conduction setup, Radial Heat Conduction unit, Conductivity of Liquid and gases setup, Shell and Tube Heat Exchanger setup; 1st Year AMC for Recirculating Chiller Unit; 2nd Year AMC for Recirculating Chiller Unit.
  • Data Sheet: Upload of complete product Data Sheets with bid; mismatches may lead to rejection.
  • OEM Authorization: Required through Manufacturer Authorization/Certificate with vendor details.
  • Invoice Submission: GST invoice upload alongside GeM BOQ screenshots.
  • Option Clause: Quantity may be increased up to 25% during contract at contracted rates; delivery time adjustments follow specified formulae.
  • Delivery & Compliance: No explicit delivery timeline published; bidders must comply with terms and provide evidence of capability.

Terms, Conditions & Eligibility

  • Financial Standing: Bidder must avoid liquidation or similar proceedings and upload a standing undertaking.
  • Data Sheet Verification: Data Sheet must match technical parameters; mismatch risks bid rejection.
  • Warranty/Service: AMC for recirculating chiller units spans two years (1st and 2nd year) as per the Buyer terms.
  • Payments & Penalties: Standard terms for termination if delivery or performance terms are not met; extension of delivery time via option clause is permitted.
  • Documentation: GSTIN, PAN, experience certificates, and OEM authorizations are typically required; ensure GeM GST invoice is uploaded with bid.

Key Specifications

  • EMD amount: ₹125000

  • Total items: 6 (Linear Heat Conduction setup, Radial Heat Conduction unit, Conductivity of Liquid and gases setup, Shell and Tube Heat Exchanger setup, 1st Year AMC for Recirculating Chiller, 2nd Year AMC for Recirculating Chiller)

  • Option clause: up to 25% quantity variation during contract at contracted rates

  • Data Sheet requirement: must upload Data Sheet; mismatch may result in rejection

  • OEM Authorization: required for distributors/service providers; must include OEM details

Terms & Conditions

  • EMD of ₹125000 required with bid submission

  • Up to 25% quantity variation allowed under option clause

  • Mandatory Data Sheet upload; verify against offered product parameters

  • OEM authorization from manufacturer required for non-manufacturer bidders

  • GST invoice and BOQ screenshots must be uploaded on GeM

Important Clauses

Payment Terms

GeM invoice must include GST details; payment terms aligned with government procurement norms as per contract

Delivery Schedule

Delivery period to be determined; option clause allows extended time proportional to increased quantity, minimum 30 days

Penalties/Liquidated Damages

Contract may be terminated for non-compliance, non-delivery, or misrepresentation; termination reserves rights to recover losses

Bidder Eligibility

  • Not under liquidation or bankruptcy; provide undertaking

  • Ability to supply Linear/Heat Conduction setups and AMC for chillers

  • OEM authorization for non-manufacturer bidders and data-sheet alignment

Bill of Quantities (BOQ) 6 Items

Item # Title Description Quantity Unit Consignee Delivery (Days)
1 Linear Heat Conduction setup Linear Heat Conduction setup as per specifications attached Annexure 1 1 number iitdh.mmd1 90
2 Radial Heat Conduction unit Radial Heat Conduction unit as per specifications attached Annexure 2 1 number iitdh.mmd1 90
3 Conductivity of Liquid and gases setup Conductivity of Liquid and gases setup as per specifications attached Annexure 3 1 number iitdh.mmd1 90
4 Shell and Tube Heat Exchanger setup Shell and Tube Heat Exchanger setup as per specifications attached Annexure 4 1 number iitdh.mmd1 90
5 1st Year Comprehensive AMC for Recirculating Chiller Unit Cost of 1st Year Comprehensive AMC after expiry of 3 years onsite comprehensive warranty 1 number iitdh.mmd1 90
6 2nd Year Comprehensive AMC for Recirculating Chiller Unit Cost of 2nd Year Comprehensive AMC after expiry of 1st year comprehensive AMC 1 number iitdh.mmd1 90

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Required Documents

1

GST Registration Certificate

2

PAN Card

3

Data Sheet of offered products

4

Manufacturer Authorization / OEM certificate

5

Financial statements / proof of financial standing

6

Undertaking not to be under liquidation or bankruptcy

7

Bidder’s company profile and experience certificates

8

GeM portal GST invoice screenshot and BOQ screenshot

Frequently Asked Questions

How to bid for heat transfer setups tender in Dharwad Karnataka 2025

Bidders must submit the Data Sheet, OEM authorization, GSTIN, and PAN along with bid documents. Ensure EMD of ₹125000 is deposited and GeM invoice requirements are met. The option clause allows up to 25% quantity variation, with delivery timelines linked to contract commencement.

What documents are required for IIT Dharwad heat exchanger tender 2025

Required documents include GST certificate, PAN, Data Sheet of offered products, Manufacturer Authorization, financial statements, and an undertaking of non-liquidity. Provide bid-ready OEM proof and company profile; ensure GeM BOQ screenshots accompany the bid.

What are the technical specifications for the conduction setups in this bid

No explicit numerical specs published; bidders must rely on Data Sheets to demonstrate compliance with Linear/Radial Heat Conduction setups, Conductivity testing for liquids and gases, and Shell and Tube Heat Exchanger configurations, validated by OEM authorization and data-sheet matching.

What is the EMD amount for IIT Dharwad procurement 2025

The Earnest Money Deposit required is ₹125,000. This must be submitted along with bid on GeM and is intended to secure bid seriousness and deter non-serious bidders.

How does the 25% option clause affect delivery for the chiller AMC

If quantity increases by up to 25%, the delivery period extends proportionally using (increased quantity/original quantity) × original delivery period, with a minimum extension of 30 days. Contractual rates remain at the original bid price for the extended quantity.

What are the AMC terms for the Recirculating Chiller units in this tender

The procurement includes 1st Year and 2nd Year Comprehensive AMC for the Recirculating Chiller Unit. Bidders must demonstrate capability for ongoing maintenance, spare parts availability, and timely service response as per yang contract terms.

What should bidders know about OEM authorization in this IIT Dharwad tender

For authorized distributors or service providers, a complete Manufacturer/OEM Authorization certificate with name, designation, address, email, and phone is mandatory. This ensures product lineage authenticity and enables direct service support during AMC periods.

Where to submit GeM GST invoices and BOQ screenshots for this bid

Submit GST-compliant invoices and BOQ screenshots directly on the GeM portal. Ensure the invoice includes the correct GSTIN and match the BOQ item descriptions to the offered equipment to avoid rejection during evaluation.

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