Annual Maintenance service - EPABX System
Iti Limited
PALAKKAD, KERALA
Posted:
27 May 2025
Closed:
17 June 2025
GEM
GEM
ESIC Kollam EPABX System AMC Tender Kerala 2026 – ISI/OEM Certification, 25% Scope Clause
Progress
Issue18-Jun-2026, 3:37 pm
AwardPending
Quantity
1
Bid Type
Two Packet Bid
Key Highlights
- • OEM certification/authorization mandatory from the EPABX system manufacturer
- • Malicious Code Certificate to prevent embedded malware in hardware/software
- • 25% quantity/duration variation allowed at contract issue and during execution
- • No advance payments; quarterly payments post service report verification
- • Escalation Matrix with service support telephone numbers required
- • Assignment/sub-contracting restricted without purchaser consent
- • Log sheets and bank details required with each invoice for NEFT/online payments
- • Clauses mandating disclosure of non-included parts with potential extra charges
Categories
2
Tender Overview
Employees State Insurance Corporation (ESIC) in Kollam, Kerala invites bids for an Annual Maintenance Service (AMC) of the EPABX system. Estimated value is nominal at around ₹12,000.00 with no listed EMD. The contract allows a 25% increase/decrease in quantity or duration at contract issuance and during execution for lumpsum service contracts, subject to supplier consent. Key terms include strict assignment/sub-contract rules, no advance payments, and quarterly invoicing after verified service reports. Bidders must provide an OEM certificate of authorization and a Malicious Code Certificate to prevent embedded malware. An Escalation Matrix for service support is required, and bidders must disclose any parts not included in the comprehensive AMC.
Technical Specifications & Requirements
- Scope: Annual Maintenance Service for EPABX system at ESIC location in Kollam, Kerala
- Compliance: OEM certification/authorization from the manufacturer; Malicious Code Certificate bundled with bid
- Payment terms: No advance payments; payments on completion of each quarter after bill scrutiny and satisfactory service reports
- Documentation: Include bank account details and log sheets with invoices; provide service escalation contact numbers
- Additional clause: Bidder undertakes to disclose any non-included parts/accessories and potential extra charges; failure to disclose could deem the bid non-compliant
- Security: Ensure software/hardware do not contain malicious code per certificate requirements
- Delivery/Service: Compliance with quarterly service delivery and reporting cadence
Terms, Conditions & Eligibility
- 25% option clause allows scope/contract duration adjustments up to 25%; bidder consent required
- Sub-contracting restricted; assignment requires prior written consent; ultimate responsibility remains with the primary bidder
- Escalation matrix must be provided; non-submission could render bid non-responsive
- Mandatory certificates: OEM authorization; Malicious Code Certificate; failure to upload may lead to rejection
- Payment terms: no advance; quarterly payments after verification
- Documentation: Bidder must include bank log sheets for NEFT/online payments and service reports
Key Specifications
-
EPABX system Maintenance: annual service coverage
-
OEM certification/authorization from the device manufacturer
-
Malicious Code Certificate to certify no embedded malware
-
No advance payment; quarterly payment terms
-
Escalation matrix with contact numbers for service support
-
Clear disclosure of non-included parts/accessories and extra charges
-
Log sheets and bank details required with each invoice
Terms & Conditions
-
25% variation clause on quantity/duration; must be accepted by bidder
-
No advance payment; quarterly payments after verification
-
Mandatory OEM authorization and Malicious Code Certificate
Important Clauses
Payment Terms
No advance payments; payments released on completion of each quarter after scrutiny of bills and satisfactory service reports; invoices to include bank account details for NEFT/online transfer
Delivery Schedule
Annual Maintenance Service for EPABX system with quarterly service cadence and corresponding reporting; escalation matrix must be provided
Penalties/Liquidated Damages
Not specified in data; payment and performance penalties would be governed by standard ESIC terms and the AMC scope
Bidder Eligibility
-
Proven experience in EPABX system AMC or equivalent communications equipment servicing
-
Manufacturer authorization or OEM certification for the EPABX brand
-
Financial stability evidenced by prior year statements or turnover requirements
-
Ability to provide quarterly maintenance reporting and service escalation contacts
Additional Tender Data
Commercial Details
Tender Category
Service
Bid To RA
No
Bid To RA Enabled
No
Item Category
Annual Maintenance service - EPABX System
Authority Records
MINISTRY OF LABOUR AND EMPLOYMENT
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Documents 3
GeM-Bidding-9479715.pdf
Main Document
Other Documents
OTHER
GEM General Terms and Conditions Document
GEM_GENERAL_TERMS_AND_CONDITIONS
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Required Documents
1
GST registration certificate
2
PAN card
3
OEM authorization/certificate from manufacturer
4
Malicious Code Certificate
5
Escalation Matrix for service support (telephone numbers)
6
Financial statements or proof of turnover (if requested under terms)
7
Service reports and bank account log sheets to facilitate NEFT payments
8
Any certificates/attachments specified in ATC and Corrigendum
Frequently Asked Questions
Key insights about KERALA tender market
How to bid for ESIC Kollam EPABX AMC tender in Kerala 2026
Bidders must meet eligibility criteria including OEM authorization for the EPABX brand and provide the Malicious Code Certificate. Prepare GST, PAN, financials, and service capability proof. Submit quarterly payment terms, escalation matrix, and disclose any non-included parts with potential extra charges. Ensure no advance payment request.
What documents are required for ESIC EPABX AMC submission in Kollam
Required documents include GST registration, PAN, OEM authorization, Malicious Code Certificate, escalation matrix, bank details for NEFT, and service reports. Also attach any certificates requested in ATC/Corrigendum and provide proof of prior EPABX maintenance experience.
What are the technical requirements for EPABX AMC in Kerala
Technical scope covers annual maintenance of the EPABX system with quarterly service delivery. Must provide OEM certification, ensure malware-free software/hardware, and include service escalation contacts. No separate BOM is listed; disclose non-included parts and any extra charges.
When is the bid submission deadline for ESIC Kollam EPABX tender
Deadline details are not provided in the excerpt; bidders should monitor the official ESIC tender portal for submission dates and ATC updates. Prepare early by securing OEM authorization, Malicious Code Certificate, and all above-listed documents.
What are the payment terms for ESIC EPABX maintenance contract in Kerala
Payments are not advanced; settlements occur after completion of each quarter following bill verification and satisfactory service reports. Ensure invoices include bank log sheets and details for NEFT/online transfers as required by ESIC.
How to ensure compliance with the 25% variation clause in ESIC tender
The 25% variation clause allows increases/decreases in quantity or duration at contract issue and during execution, with buyer consent. Bidders must acknowledge and accept potential scope expansion while maintaining performance commitments.
What is required for OEM authorization in ESIC EPABX AMC
Submit manufacturer-issued OEM authorization certifying the bidder is authorized to service the EPABX brand. This certification is mandatory and linked to eligibility; failing to provide it could render the bid non-responsive.
What are the escalation requirements for ESIC EPABX service support
Provide a formal Escalation Matrix with multiple contact numbers for service support. This matrix must be included in the bid documentation to ensure timely issue resolution and compliance with maintenance SLAs.
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Documents 3
GeM-Bidding-9479715.pdf
Main Document
Other Documents
OTHER
GEM General Terms and Conditions Document
GEM_GENERAL_TERMS_AND_CONDITIONS