Ahmedabad Municipal Corporation Tender for 3-Year HVAC Maintenance Contract at Key Community Halls

This tender invites qualified contractors to submit bids for a comprehensive 3-year operation and maintenance contract for HVAC systems at prominent community facilities in Ahmedabad. The scope includes servicing a 147.5-ton HVAC system at Mangalpandey Hall, Nikol, and fourteen 4-ton cassette AC units at Makttampura Community Hall. The project aims to ensure optimal performance, energy efficiency, and uninterrupted comfort in these vital public spaces. The tender is issued by Ahmedabad Municipal Corporation's Light Department, targeting experienced HVAC service providers with proven track records. The project duration is three years, with detailed specifications and requirements outlined in the tender documents. Bidders must meet eligibility criteria, including submission of tender fee, EMD, and supporting documents. The estimated project cost is approximately INR 26,17,113, with a bid validity of 120 days. This opportunity is ideal for companies specializing in HVAC operations, maintenance, and related services seeking to work with government entities in Gujarat.

The selected contractor will be responsible for the following:

• Operation & Maintenance of HVAC systems at Mangalpandey Hall and Makttampura Community Hall.
• Preventive and corrective maintenance to ensure systems operate efficiently.
• Monitoring and reporting on system performance.
• Timely repairs and replacements of faulty components.
• Adherence to safety and environmental standards.

The process includes:

1. Conduct initial system assessment.
2. Develop and implement maintenance schedules.
3. Perform routine inspections and cleaning.
4. Troubleshoot and resolve system issues.
5. Document maintenance activities and system performance.
6. Coordinate with AMC authorities for system upgrades or modifications.

Specifications include:

Item	Description
HVAC System	147.5-ton HVAC unit at Mangalpandey Hall
Cassette AC Units	14 units of 4-ton capacity at Makttampura Community Hall
Maintenance Period	3 years
Service Standards	Compliance with manufacturer guidelines and safety norms

The contractor must ensure minimal disruption during operation and provide emergency support as required.

✓ Must have valid digital certificates as per IT Act-2000 for electronic bidding.
✓ Proven experience in HVAC maintenance projects, especially with government or municipal clients.
✓ Financial stability with minimum turnover of INR 50 lakh in the last 3 years.
✓ Submission of all required documents including tender fee, EMD, and supporting certifications.

Qualification	Requirement
Tender Fee	INR 1500 (non-refundable)
EMD	INR 30,900
Experience	At least 3 similar projects in HVAC maintenance
Financial Criteria	Minimum average annual turnover of INR 50 lakh
Certifications	Valid DSC (Digital Signature Certificate) and relevant licenses

**Note:** Bidders must submit scanned copies of all documents during preliminary submission.

The HVAC systems involved include a 147.5-ton HVAC unit and fourteen 4-ton cassette AC units. Technical parameters include:

Parameter	Specification
Cooling Capacity	147.5 tons (HVAC), 4 tons per cassette
Power Supply	415V, 3-phase
Control System	Digital controls with remote monitoring
Maintenance Frequency	Monthly preventive checks, as per manufacturer guidelines
Safety Standards	Compliant with BIS and IEC standards

Procedures:

• Conduct initial system diagnostics.
• Schedule routine maintenance.
• Perform repairs and component replacements.
• Record all activities in maintenance logs.
• Submit performance reports periodically.

The contractor must ensure system uptime of at least 98% and adhere to safety protocols during operations.

The estimated project cost is INR 26,17,113. The financial breakdown includes:

Item	Cost (INR)
HVAC System Maintenance	15,00,000
Cassette AC Maintenance	8,00,000
Miscellaneous & Contingencies	3,17,113

Payment terms: - 30% advance upon contract signing. - 40% midway through the contract based on milestone completion. - 30% on successful completion and acceptance.

Bidders must provide detailed cost estimates and ensure compliance with the financial terms specified in the tender documents.

The bidding process involves the following steps:

1. Download the tender documents from the official portal.
2. Submit the scanned copies of tender fee and EMD before the deadline.
3. Attend the pre-bid meeting, if scheduled.
4. Submit the technical and financial bids online through the designated portal.
5. Bids will be evaluated based on eligibility, experience, and financial offer.
6. The successful bidder will be notified and invited for contract signing.

Key dates:

Date	Event	Details
15-05-2025	Bid Submission Start	Bidders can begin submitting bids
05-06-2025	Bid Submission End	Last date for bid submission at 6:00 PM
06-06-2025	Bid Opening	Preliminary and commercial evaluation at 4:00 PM and 4:10 PM respectively

All bidders must ensure timely submission and compliance with all procedural requirements.

Bids will be evaluated based on:

Criteria	Weightage
Experience in HVAC maintenance	40%
Financial bid	30%
Technical capability & certifications	20%
Past performance & references	10%

Minimum qualifying marks: - 50% in technical evaluation. - Financial bid must be within the prescribed budget.

The highest scoring bid will be awarded the contract, subject to compliance with all eligibility and technical criteria.

Date	Event	Details
15-05-2025	Bid Submission Start	Bidders can submit bids from this date
05-06-2025	Bid Submission End	Last date for submitting bids (6:00 PM)
06-06-2025	Bid Opening	Technical and commercial evaluation at specified times
06-06-2025	Evaluation Completion	Final decision and award notification

**Note:** All deadlines are strict; late submissions will not be entertained.

For queries and assistance, contact:

Municipal Corporation Ahmedabad (AMC)

• Contact Person: Municipal Commissioner
• Address: Light Department, 5th Floor, C-Block, Sardar Patel Bhavan, Danapith, Ahmedabad-380001
• Phone: 9712967724
• Email: info@ahmedabadmunicipal.gov.in

Tender Support:

• Support Team: (n)Code Solutions
• Address: GNFC Infotower, S.G. Road, Bodakdev, Ahmedabad
• Phone: +91-79-40007517, 40007514, 40007515
• Email: nprocure@ncode.in
• Toll-Free: 73590 21663

All interested bidders are encouraged to attend the free vendor training sessions conducted every Saturday between 4:00 PM and 5:00 PM at (n)Code Solutions, GNFC Ltd. Bidders must ensure they have valid Digital Certificates for online bidding. The tender documents are available for free download from the official portal. For further clarifications or technical support, contact the designated support team. Ensure compliance with all eligibility, technical, and financial requirements to participate successfully in this government tender.