Ahmedabad Municipal Corporation Tender for Audio-Video & Stage Lighting Maintenance Contract

This government tender issued by Ahmedabad Municipal Corporation invites qualified service providers to participate in a 3-year comprehensive maintenance contract for audio-video and stage lighting systems at Pandit Dindayal Upadhyay Auditorium, Ahmedabad. The project aims to ensure seamless operation and upkeep of audiovisual and lighting infrastructure, vital for events and functions. The tender covers the complete scope of operation, maintenance, and technical support, requiring bidders to demonstrate technical expertise and experience in audiovisual systems. The estimated project cost is approximately INR 61,99,937, with a bid validity of 120 days. Interested bidders must submit their proposals electronically through the official portal within the specified deadline, adhering to all eligibility and technical criteria. This opportunity is ideal for firms specializing in audiovisual services, electrical maintenance, and stage lighting systems, seeking to work with a prominent municipal authority in Gujarat.

The scope of work includes:

• Operation and Maintenance of all audiovisual and stage lighting equipment at Pandit Dindayal Upadhyay Auditorium.
• Regular Inspection and Servicing of AV systems, stage lighting, sound systems, projectors, microphones, and control panels.
• Troubleshooting and Repairs to ensure minimal downtime during events.
• Technical Support during live events, including setup, operation, and dismantling.
• Preventive Maintenance as per manufacturer guidelines and industry standards.
• Documentation and Reporting of maintenance activities, system performance, and incident logs.

The process involves:

1. Initial assessment of existing systems.
2. Preparation of maintenance schedules.
3. Implementation of operation protocols.
4. Ongoing monitoring and system optimization.
5. Post-maintenance evaluation and reporting.

Equipment Type	Maintenance Frequency	Key Specifications
Audio Systems	Monthly	High-fidelity, digital audio equipment
Lighting Systems	Bi-weekly	Stage lighting, LED fixtures
Control Panels	Quarterly	Centralized control units

Bidder must ensure compliance with all technical standards and safety regulations specified in the tender documents.

✓ Must have a valid Digital Signature Certificate (Class-III) issued by a licensed Certifying Authority of India.
✓ Proven experience in operating and maintaining audiovisual and stage lighting systems, preferably in government or large public venues.
✓ Financial stability with an average annual turnover of at least INR 20 lakh in the past three years.
✓ Submission of all required documents including:

Document	Description
Tender Fee Receipt	Proof of tender fee payment of INR 2400
EMD Receipt	Earnest Money Deposit of INR 73,159
Supporting Documents	As per tender specifications, including past project certificates and technical credentials

**Important:** Bidders must meet all eligibility conditions to qualify for the technical and commercial evaluation rounds.

The audiovisual and stage lighting systems must adhere to the following technical parameters:

Parameter	Specification
Power Supply	220V AC, 50Hz, single-phase
Audio Equipment	Digital mixers, amplifiers, microphones with frequency response 20Hz-20kHz
Lighting	LED fixtures with adjustable brightness, color temperature 3200K-5600K
Control Systems	DMX512 protocol compatible controllers
Safety Standards	Compliant with IEC, BIS standards

Sequential procedures include: - System Inspection - Calibration and Testing - Load Testing - Final System Validation

Bidder must submit detailed technical proposals demonstrating compliance with these specifications and include certifications from manufacturers where applicable.

The total estimated project cost is INR 61,99,937. Bidders are required to submit their financial proposals based on the detailed BOQ provided in the tender documents. The bid security or EMD of INR 73,159 must be submitted along with the bid. Payment terms are as follows:

• 30% advance upon contract signing
• 40% after completion of initial setup and testing
• 30% after successful project completion and acceptance

The contract includes provisions for periodic payments based on milestone achievements, with penalties for delays or non-compliance. Bidders should ensure their financial proposals are comprehensive and competitive.

The bidding process involves the following steps:

1. Download Tender Documents from the official portal before the deadline.
2. Prepare and Submit technical and financial bids electronically through the portal.
3. Bid Submission Deadline is 2nd June 2025 at 6:00 PM.
4. Bid Opening will be conducted on 3rd June 2025 at 4:05 PM for preliminary evaluation, followed by commercial evaluation at 4:10 PM.
5. Evaluation and Award will be based on technical compliance and financial competitiveness.

Event	Date & Time
Tender Submission Deadline	02-06-2025 18:00
Preliminary Evaluation	03-06-2025 16:05
Commercial Evaluation	03-06-2025 16:10

**Important:** Bidders must ensure all documents are uploaded correctly and adhere to the specified format and deadlines.

Evaluation will be based on:

Criteria	Weightage
Technical competence and experience	50%
Financial proposal	30%
Past project performance	20%

Minimum qualifying marks for technical evaluation are 70%. Bidders must demonstrate relevant experience, technical expertise, and financial stability. The highest scoring bidder will be awarded the contract. The evaluation process is transparent, and bidders can request clarifications during the pre-bid meeting.

Date	Event	Details
07-05-2025	Tender Notice Published	Official release of tender on portal
02-06-2025	Bid Submission Deadline	Last date for submitting bids at 6:00 PM
03-06-2025	Bid Opening	Preliminary at 4:05 PM, Commercial at 4:10 PM
10-06-2025	Award Notification	Expected date of contract award

**Note:** Bidders are advised to submit all documents before the deadline to avoid disqualification.

For queries and support, contact:

Municipal Corporation Ahmedabad (AMC)

• Officer Inviting Bids: Municipal Commissioner
• Contact Number: 9712967724
• Address: Light Department, 5th Floor, ‘C’-Block, Sardar Patel Bhavan, Danapith, Ahmedabad-380001
• Email: nprocure@ncode.in

Support Team:

• Organization: (n)Code Solutions, GNFC Ltd.
• Support Phone: +91-79-40007517, 40007514, 40007515
• Support Email: nprocure@ncode.in

All bidders must register on the official e-Procurement portal and procure a valid Digital Signature Certificate (Class-III). A free vendor training session is organized every Saturday from 4.00 to 5.00 PM at (n)Code Solutions, Ahmedabad. Bidders are encouraged to participate for better understanding of the electronic bidding process. Detailed tender documents, including terms and conditions, are available for download on the portal. Bidders should review all requirements carefully to ensure compliance and successful submission.